REPORT OF CORPORATE DIRECTOR RESOURCES AGENDA ITEM: 4

CARDIFF COUNCIL CYNGOR CAERDYDD CABINET MEETING: 21 FEBRUARY 2014 CARDIFF COUNCIL HEALTH AND SAFETY POLICY REPORT OF CORPORATE DIRECTOR RESOURCES AGENDA ITEM: 4 PORTFOLIO: CORPORATE Reason for this Report 1. Cabinet approval is required for all Council health and safety policies. The Cabinet has responsibility for health and safety for the Council as an employer. Background 2. Section 2 of the Health and Safety at Work, etc. Act 1974 requires every employer with five or more employees to prepare and as often as may be appropriate revise a written statement of his general policy with respect to the health and safety at work of his employees and the organisation and arrangements for the time being in force for carrying out that policy, and to bring the statement and any revision to it the notice of his employees 3. The Cardiff Council Health and Safety Policy consists of four sections Cardiff Council Statement of Policy Cardiff Council Health and Safety Organisation and Responsibilities Directorate/Service Area Policy Statement Directorate/Service Area Organisation, Responsibilities and Arrangements 4. The existing Cardiff Council Health and Safety Policy has been amended to: Reflect changes in the Council structure Include the signature of the Leader in addition to that of the Chief Executive in line with best practice Include more detail in the Directorate/Service Area organisational arrangements section Page 1 of 3

Issues 5. The Cardiff Council Statement of Policy and Health and Safety Organisation and Responsibilities apply to all of the Council. It is the responsibility of the relevant Director/Chief Officer/Head of Service to sign their specific Policy Statement and to ensure that the information specific to their areas is included in the Directorate/Service Area Organisation, Responsibilities and Arrangements section with additional subjects being included if appropriate. 6. If there are further changes in the Council structure or job titles or minor amendments to legislation, delegated powers are sought for the Corporate Director Resources to make the necessary changes to the Policy without having Cabinet approval. 7. Within the Policy there are provisions that each Directorate/Service area will need to complete once the Policy has been approved by Cabinet. Reasons for Recommendations 8. It is recommended that Cabinet approve the Cardiff Council Health and Safety Policy in order to ensure compliance with the Health and Safety at Work etc Act 1974. 9. It is recommended that delegated powers are granted to the Corporate Director Resources to make the changes set out in paragraph 6 above to the Policy without Cabinet approval so that the changes can be made administratively. 10. It is recommended that Cabinet notes that Directorate/Service Area will complete the Directorate/Service Area sections of the Policy, once it is agreed, as the responsibility for management of health and safety in Directorates/Service Areas is that of the relevant Director/Chief Officer/Head of Service. Legal Implications 11. There are no direct legal implications flowing from this report. As stated within the report the Council is required to have a health and safety policy. Under the constitution the relevant body for approval is Cabinet. 12. All decisions taken by or on behalf of the Council must be (a) within the legal powers of the Council (b) comply with any procedural requirements imposed by law (c) be within the powers of the body or the person exercising powers on behalf of the Council (d) be undertaken in accordance with the procedural requirements imposed by the Council e.g. standing orders and financial regulations (e) be fully and properly informed (f) be properly motivated (g) be taken having regard to the Council s fiduciary duty to its tax payers and (h) be reasonable and proper in all circumstances. Page 2 of 3

Financial Implications 13. There are no direct financial implications arising from this report Consequences 14. Failure to approve the Cardiff Council Health and Safety Policy 2014 will result in the Council not complying with the requirements of Section 2 of the Health and Safety at Work etc, Act 1974. This could result in enforcement action being taken by the Health and Safety Executive (HSE) and/or the incurring of a fee under the HSE Fee for Intervention scheme. RECOMMENDATIONS Cabinet is recommended to: 1. approve the Cardiff Council Health and Safety Policy as set out in Appendix 1 2. delegate authority to the Corporate Director Resources to make amendments (as set out in paragraph 6 of this report) to the Policy 3. note that each Directorate/Service Area will complete the Directorate/Service Area sections of the Policy CHRISTINE SALTER Corporate Director Resources 17 February 2014 The following Appendix is attached: Appendix 1 - Cardiff Council Health and Safety Policy 2014 The following Background Papers have been taken into account: Health and Safety at Work etc Act 1974 and other health and safety legislation Page 3 of 3

Appendix 1 CARDIFF COUNCIL HEALTH AND SAFETY POLICY 2014

HEALTH AND SAFETY POLICY PURPOSE This Policy is prepared in compliance with the requirements of the Health and Safety at Work, etc Act 1974. This Act requires every employer with more than five employees to prepare and, as often as maybe appropriate, revise a written statement of the general policy with respect to the health and safety at work of employees and the organisation and arrangements for the time being in force for carrying out that policy. The Health and Safety Policy also sets the direction for the Council to follow in order to achieve effective health and safety management. If there are any amendments to legislation referenced in this Policy, then these are automatically incorporated into this Policy. SCOPE The Policy applies to all Elected Members and employees (including agency and temporary employees) of Cardiff Council. INTRODUCTION The Health and Safety Policy consists of a corporate statement of commitment to the promotion of health and safety and also sets out the overall corporate organisation and responsibilities for carrying it out. It will be agreed by the Cabinet and Council. The corporate statement of policy is supplemented by Directorate/Service Area Policy Statements together with Directorate/Service Area organisation and arrangements for implementing the Policy, and Codes of Guidance which cover detailed operational arrangements to ensure healthy and safe environments and safe systems of work. In some areas e.g. Schools, the Directorate/Service Area Policy will be supplemented by a further Policy for the specific workplace. All Health and Safety Policy documents are subject to regular review to reflect changes in legislation, best practice and operational circumstances and will be supported by other policies, e.g. Violence at Work, Management of Contractors, Stress Management and Asbestos, Codes of Guidance and Procedures. CARDIFF COUNCIL HEALTH AND SAFETY POLICY PAGE 1.0 Cardiff Council Statement of Policy 2 2.0 Cardiff Council Health and Safety Organisation and Responsibilities 3 3.0 Directorate /Service Area Policy Statement 24 4.0 Directorate/Service Area Organisation, Responsibilities and Arrangements 25 Page 1 of 51

GENERAL STATEMENT OF POLICY 1.0 CARDIFF COUNCIL STATEMENT OF POLICY 1.1 Cardiff Council is committed to establishing, maintaining and promoting high standards of the management of health and safety in the operation of its services and undertakings. The Council recognises the importance of securing the physical, mental and social well being of employees and accepts its responsibility for the health and safety of other people who are affected by its activities or who use its premises or equipment. It recognises the value of holistic workplace health promotion to individuals and the organisation and is committed to providing information and practices which assist employees in making healthy choices. 1.2 All Council activities will, as far as is reasonably practicable, be carried out safely and without risks to health to employees or others who are affected by Council activities. A safe and healthy working environment, safe systems of work and safe equipment, plant and machinery will be provided and maintained. 1.3 Employees will be provided with suitable and sufficient information, instruction, training and supervision to ensure competency to carry out work activities. 1.4 The responsibility for implementing the Health and Safety Policy rests with everyone within the Council. A positive health and safety culture will be encouraged within the organisation with the active support of Elected Members and managers. Health and safety will be fully integrated into the management, decision making and performance measurement processes of the Council. The health and safety performance of the organisation will be monitored to ensure the continual improvement of standards. 1.5 All employees and Elected Members will be involved in the implementation of the Health and Safety Policy. 1.6 Council and Directorate/Service Area management will ensure that appropriate systems are developed and maintained for the effective communication of, and employee involvement in, health and safety matters. 1.7 Health and Safety Advisers in Corporate Resources will provide a competent advisory, inspection and auditing service to assist managers in fulfilling their responsibilities in respect of health and safety and to enable the continual improvement of health and safety management. 1.8 The Council will devote the necessary resources in the form of finance, equipment, personnel and time to ensure the effective implementation of the Health and Safety Policy and associated arrangements. 1.9 The Policy will be reviewed and revised as necessary and at least every two years. Signed: Chief Executive: Leader: Date: Date: Page 2 of 51

2.0 CARDIFF COUNCIL HEALTH AND SAFETY ORGANISATION AND RESPONSIBILITIES Content Page 2.1 Framework for Managing Health and Safety in Cardiff Council 4 2.2 Responsibilities 6 2.3 Responsibilities of: Cabinet 6 2.4 All Elected Members 7 2.5 Chief Executive 7 2.6 Senior Management Team 7 2.7 Corporate Directors 8 2.8 Corporate Director Resources 8 2.9 Directors/Chief Officers/Heads of Service 10 2.10 Managers and Supervisors 13 2.11 School Governors and Headteachers 15 2.12 All Employees 16 2.13 Contractors and Partners 17 2.14 Health and Safety Advisory Forum 17 2.15 Directorate/Service Area Health and Safety Committees 17 2.16 Safety Representatives 18 2.17 Identification of unsafe or unhealthy activity, practice, procedure, equipment or environment 2.18 Health and Safety and the Cardiff Improvement System 20 2.19 Cardiff Council Health and Safety Handbook 21 2.20 Cardiff Council Annual Health and Safety Reports 21 2.21 Cardiff Council Intranet Site 22 2.22 Occupation Health Service 22 2.23 Health Promotion 22 2.24 Associated Health and Safety Policies and Codes of Guidance 22 19 Page 3 of 51

2.1 FRAMEWORK FOR MANAGING HEALTH AND SAFETY IN CARDIFF COUNCIL The Council implements a health and safety management system based on the framework described in the Health and Safety Executive Publication Successful Health and Safety Management (HS (G) 65). The five key elements of this management system model for occupational health and safety are:- - Policy - Organising - Control - Co-operation - Communication - Competence - Planning - Measuring Performance - Audit and Review A summary of the policies, procedures and activities implemented by the Council in addressing the key elements is shown below. N.B. The summary is not exhaustive. N.B. The Annual Directorate/Service Area Health and Safety Action Plans are based on this framework. Page 4 of 51

FRAMEWORK FOR MANAGING HEALTH AND SAFETY IN CARDIFF COUNCIL A SUMMARY Policy Organising Planning Measuring Performance Reviewing Performance - Health & Safety - Violence at Work - Asbestos - Manual Handling - Management of Contractors - Stress Management - Codes of Guidance - Attendance and Wellbeing Policy - Leadership - Briefings - Training needs analysis - Training provision - Provision of competent advice by Health & Safety Advisers - Health & Safety Advisory Forum & Committees - Officer Working Groups - Safety Representatives - Health & Safety Handbook - Implementation of Policies and procedures - Annual Directorate/ Service Area Health & Safety Action Plans - Annual corporate health and safety objectives - Risk assessing - Health and Safety Adviser Audits/Inspections - Health surveillance - Health Promotion - Corporate Objectives - Occupational Health Service - Health & Safety Inspections by Health & Safety Advisers - Accident/Violent Incident Reports/Investigations/Work Related Ill Health - Cardiff Improvement System - Health & Safety Inspections by Managers - Monitoring of arrangements by managers - Annual Directorate/Service Area Health & Safety Action Plans - Annual Directorate/ Service Area Health & Safety Action Plans - Cardiff Improvement System - Officer Working Groups - Corporate and Directorate/ Service Area Annual Health & Safety Reports - Risk assessing - Individual Responsibilities - Intranet Site Auditing - Corporate Audits by Health & Safety Advisers - Health & Safety Inspections by Health & Safety Advisers - Directorate/Service Area arrangements Page 5 of 51

In implementing the above health and safety management system, the Council will be addressing the objectives of the HSE strategy for health and safety Be Part of the Solution in respect of: Leadership Promoting sensible health and safety Competence Employee involvement Reducing accidents Health issues Wider issues that impact on health and safety 2.2 RESPONSIBILITIES Cardiff Council has a corporate responsibility for ensuring compliance with all health and safety legislation which relates to activities undertaken by the Council and implementation of the Health and Safety Policy. All employees have legal responsibilities under health and safety legislation. Certain officers and Elected Members have specific responsibilities as detailed below. In the event of failure to comply with legal requirements, enforcement action may be taken against the Council as the body corporate or, depending on the circumstances, the Executive or individual managers or employees. This enforcement action could take the form of the service of Improvement or Prohibition Notices, prosecution in respect of failure to comply with health and safety legislation and prosecution in respect of corporate or individual manslaughter 2.3 The Cabinet has responsibility for health and safety for the Council as an employer i) The Cabinet will take an active role in the management of health and safety and will give due consideration to health and safety when developing all policies, strategies, etc. Health and safety implications of decisions (including in respect of budgets) must be considered alongside other decision making criteria. ii) The Cabinet has a responsibility to ensure adequate resources, including adequate budget allocations, are available for the effective management of health and safety. iii) The Cabinet will receive appropriate training to assist them in their role of ensuring successful health and safety management in the Council. iv) The Cabinet will be represented at the Health and Safety Advisory Forum by an elected member who will chair the Forum. This Cabinet member will also be the elected member Champion for Health and Safety and will ensure the Cabinet is kept informed of relevant health and safety issues and that health and safety is given appropriate consideration in Council business. v) The minutes of the Health and Safety Advisory Forum meetings will be circulated in full to all members of the Cabinet and the other members who attend the Forum. A Page 6 of 51

copy of the minutes will be placed on the Council s intranet for all members of the Council. vi) The Annual Health and Safety Report for Cardiff Council and other specific health and safety reports will be reported to Cabinet. 2.4 All Elected Members will be issued, after their election to the Council, with a copy of the IOSH guidance Think about health and safety What Elected Members need to know, the Council s Health and Safety Policy and the Council Code of Guidance Elected Members. All Elected Members will comply with health and safety legislation and relevant Council health and safety policies and procedures. 2.5 The Chief Executive is the officer with ultimate management responsibility for health and safety within the Council. He will: i) Ensure that Corporate Directors, Directors, Chief Officers and Heads of Service fulfil their health and safety management responsibilities and that the Cabinet is kept informed of progress and issues in respect of the management of health and safety. ii) Ensure that where appropriate, the Cabinet is aware of the health and safety implications of policy decisions. iii) As the officer with overall responsibility for health and safety is the officer Champion for Health and Safety and will lead the positive culture of health and safety management. iv) Ensure that there are appropriate health and safety arrangements within the Council and that adequate resources are available for the implementation of these arrangements. v) Ensure that health and safety is an integral part of management process and decisions. vi) Follow the Institute of Directors/Health and Safety Commission guidance Leading Health and Safety at Work - Leadership Actions for Directors and Board Members. vii) Give visible and vocal support to health and safety. 2.6 The Senior Management Team will: i) Promote a positive health and safety culture by demonstrating a clear commitment to health and safety leadership. ii) Consider the health and safety implications of policy and strategic decisions. iii) Provide strategic direction and endorse/approve health and safety policies. iv) Ensure that robust health and safety management systems, arrangements and organisation exist in each Service Area. Page 7 of 51

v) Consider the health and safety implications of partnerships as they are established to ensure that responsibilities are clearly defined and that suitable arrangements are implemented and monitored. vi) Provide support to the Chief Executive, and the Corporate Director Resources, to ensure that Cardiff Council meets all its health and safety responsibilities. vii) Receive reports, as appropriate, on health and safety issues. 2.7 Corporate Directors are responsible to the Chief Executive for ensuring that Directors, Chief Officers and and Heads of Service carry out their health and safety responsibilities and in particular will: i) Demonstrate clear commitment to achieving high standards of health and safety management. ii) Ensure health and safety is given due consideration when developing strategies and policies. iii) Follow the Institute of Directors/Health and Safety Commission guidance Leading health and safety at work - Leadership actions for directors and board members. iv) Ensure adequate resources (time, financial and personnel) are available for the effective management of health and safety. v) Ensure that annual Health and Safety Action Plans are developed and implemented in the Directorate/Service Areas for which they are responsible. vi) Consider Directorate/Service Area Annual Health and Safety Reports produced by Directors/Chief Officers/Heads of Service for whom they are responsible. vii) Ensure that there is appropriate consultation with trade unions in respect of health and safety issues. viii) Give visible and vocal support to health and safety. Corporate Directors will receive information on health and safety inspections; accident, violent incident and work related ill health statistics; the corporate Annual Health and Safety Report and other matters as appropriate from the Corporate Director Resources. 2.8 The Corporate Director Resources is responsible to the Chief Executive for the development, co-ordination, monitoring and review of the management of health and safety in the Council and in particular will: i) Ensure that sufficient competent persons are employed to assist in carrying out statutory responsibilities. ii) iii) Act as an advocate for health and safety management within the Council and at Corporate Management Board. Support the Chief Executive in meeting his responsibilities. Page 8 of 51

iv) Advise and assist the Chief Executive, Corporate Directors, Directors, Chief Officers and Heads of Service and other managers in the effective implementation of the Health and Safety Policy and management of health and safety. v) Provide advice to appropriate officers on existing, new and revised health and safety legislation and best practice. vi) vii) Provide practical advice in respect of health and safety issues. Assist in the development of safe systems of work. viii) Develop, in conjunction with Corporate Directors, Directors, Chief Officers and Heads of Service, trade unions and Elected Members, health and safety strategies, policies and objectives. ix) Assist in the development of Directorate/Service Area Health and Safety Action Plans. x) Review and revise the Council s Health and Safety Policy and other health and safety related policies and procedures. xi) xii) Assist in health and safety auditing (e.g. carrying out inspections/audits of systems, arrangements, premises, activities, etc). Monitor accident and violent incident trends and investigate such incidents as appropriate, with Directorate/Service Area managers. xiii) Approve external health and safety trainers to be used by the Council. xiv) Provide Health and Safety Inspection Reports, accident, violent incident and work related ill health statistics, and other health and safety information as appropriate, to Corporate Directors, Directors, Chief Officers and Heads of Service. xv) Provide advice and support at Directorate/Service Area Health and Safety Committees. xvi) Produce a Cardiff Council Annual Health and Safety Report. xvii) Review the Council s health and safety performance. xviii) Assist in the production of Annual Directorate/Service Area Health and Safety Reports. xix) Liaise with safety representatives and individual employees as appropriate. xx) Facilitate the Health and Safety Advisory Forum. xxi) Liaise with the Health and Safety Executive when appropriate. Page 9 of 51

xxii) Maintain and develop the Council s Health and Safety Intranet site and ensure the Cardiff Improvement System is kept up to date in respect of health and safety documents. Operationally, the Corporate Director Resources will fulfil their role through the Operational Manager, Health and Safety and Health and Safety Advisers who provide the competent health and safety assistance to the Council. 2.9 Directors/Chief Officers/Heads of Service are responsible to the relevant Corporate Director or the Chief Executive for the implementation of the Health and Safety Policy within the areas of their operational responsibilities and have the responsibility for ensuring management of health and safety in the areas under their control. The responsibilities are: Showing Leadership i) Demonstrate clear commitment to achieving high standards of health and safety management. ii) iii) iv) Follow the Institute of Directors/Health and Safety Commission guidance Leading Health and Safety at Work - Leadership Actions for Directors and Board Members. Ensure health and safety is an integral part of normal management practices and is included in business/service objectives. Give visible and vocal support to health and safety and demonstrate good safety practice in their day to day activities v) Lead a safety culture where if it s not safe, don t do it vi) vii) viii) Ensure health and safety matters are progressed as required Attend meetings with the HSE when appropriate Attend relevant health and safety training /briefings and keep informed of health and safety requirements in areas under their control. Policy Implementation ix) Produce a detailed Directorate/Service Area Health and Safety Policy as part of the Council s Health and Safety Policy containing a statement of intent to achieving high standards of health and safety management, and detailing the organisation, specific responsibilities for managers and other employees, and arrangements for carrying out the Policy. x) Ensure systems and procedures are prepared and are in place to implement the Health and Safety Policy and other health and safety policies. Page 10 of 51

xi) Ensure the Health and Safety Policy is brought to the attention of all employees and, where appropriate, other people e.g. partner organisations. Organising for Health and Safety xii) xiii) xiv) xv) xvi) xvii) xviii) xix) xx) xxi) xxii) xxiii) xxiv) Ensure that adequate resources (time, financial and personnel) are available for the management of health and safety. Set health and safety objectives for managers for whom they are directly responsible. Ensure that suitable systems are in place to meet statutory requirements in respect of health and safety in the Directorate/Service Area are met. Ensure all activities are carried out safely and without risks to employees or others who may be affected by the Directorate/Service Areas activities, as far as reasonably practicable. Ensure safe and healthy working environment and safe systems of work are provided for all employees. Ensure all equipment, plant and machinery are provided and maintained in a safe condition. Ensure the maintenance of adequate, documented health and safety records, e.g. in respect of employees, plant or equipment. Implement operational health and safety policies and procedures. Ensure relevant health and safety information is reported to and monitored through Business Improvement Meetings or other appropriate management meetings, and is included in Cardiff Improvement System databases. This includes ensuring that the improvement actions identified by Health and Safety Advisers are entered on CIS and are monitored and actioned. Name a Senior Officer (Health and Safety Contact Officer) to liaise with the Operational Manager, Health and Safety Ensure that health and safety has a specific site on the Directorate/Service Area intranet site and that appropriate risk assessments are included on the site. Ensure managers and employees are adequately trained, informed and competent in respect of relevant health and safety issues and training records are kept up to date and readily retrievable. Ensure effective health and safety communication systems with employees are in place including provision of health and safety notice-boards in workplaces, health and safety in team briefings etc. Page 11 of 51

xxv) xxvi) xxvii) xxviii) xxix) xxx) Consult Safety Representatives and ensure consultation with all employees on matters of health and safety, as appropriate. Arrange Directorate/Service Area Health and Safety Committee meetings. Ensure employees are aware that all accidents/violent incidents/near misses must be reported and investigated as appropriate. Ensure all employees are provided with information on workplace health promotion initiatives. Ensure all visitors, contractors and suppliers of goods and services comply with relevant health and safety requirements in respect of Council business. Ensure health and safety arrangements in respect of volunteers and agency employees are implemented. Planning and Implementing xxxi) xxxii) Ensure risk assessments are carried out, reviewed, monitored and actioned by competent employees and when appropriate, that detailed work instructions are produced. Both the risk assessments and any associated work instructions should be on the Directorate/Service Areas CIS Health and Safety site. Produce and implement an annual Directorate/Service Area Health and Safety Action Plan. The Plan is to be included in the Directorate/Service Area Business Plan. Measuring Performance xxxiii) Ensure suitable arrangements are in place to monitor implementation of health and safety arrangements. xxxiv) Ensuring suitable arrangements are in place to monitor progress on achieving objectives in Annual Health and Safety Action Plan. xxxv) Ensure managers undertake health and safety inspections of the areas for which they have responsibility and that implementation of any improvements are monitored. xxxvi) Consider accident and violent incident monthly statistics provided by Health and Safety Advisers. xxxvii) Monitor implementation of recommendations made by Health and Safety Advisers and those detailed in statutory inspection reports. Auditing and Reviewing xxxviii) Monitor implementation of the Directorate/Service Area Health and Safety Action Plan. Page 12 of 51

xxxix) Review Directorate/Service Area health and safety performance and produce an Annual Service Area Health and Safety Report. xl) xli) Advise the appropriate Corporate Director, or Chief Executive, as appropriate, in writing of areas of non compliance with Health and Safety Policy which are under their control but they are unable to achieve e.g. due to financial or other constraints. Review Directorate/Service Area Health and Safety Policy at least annually and update as appropriate. 2.10 Managers and Supervisors are responsible for ensuring that the health and safety arrangements in relation to the area under their control are effectively implemented, maintained and monitored. They are responsible for: Policy Implementation i) Ensure employees work in a safe manner without risks to health and that non employee s health and safety is not adversely affected by Council activities, as far as reasonable practicable. ii) Ensure employees are fully conversant with, and implement, appropriate Council /Directorate/Service Area health and safety policies and procedures. iii) Demonstrate visible and vocal support for health and safety and demonstrate good safety practice in their day to day activities. Organising for Health and Safety iv) Allocate the necessary resources (time, financial and personnel) within their control to ensure compliance with health and safety requirements and advising their Director, Chief Officer/Head of Service, as appropriate if resources are inadequate. v) Attend relevant health and safety training and keep informed of health and safety requirements within their area of control. vi) vii) viii) Ensure appropriate health and safety responsibilities have been allocated to, and are understood by, relevant officers and that they are competent to fulfil these responsibilities. Include health and safety roles and responsibilities in role profiles. Ensure that employees are properly supervised, trained, informed and are competent to carry out their duties and responsibilities safely and without risk to health of themselves or others, as far as reasonably practicable. This includes ensuring appropriate health and safety information and training is given to new employees relating to the work location and work activities and ensuring appropriate refresher training. Page 13 of 51

ix) Ensure appropriate health surveillance is carried out including referral to the Occupational Health Service if appropriate. x) Ensure all employees have a copy of, or access, to the Cardiff Council Health and Safety Handbook. (5.C.012) xi) xii) xiii) xiv) Include health and safety in performance and development reviews. Ensure effective health and safety communication systems are in place. Liaise with safety representatives and ensuring consultation with all employees on matters of health and safety. Ensure all employees have access to the Health and Safety Law - What You Need to Know poster or associated leaflets. Planning and Implementing xv) xvi) xvii) Ensure all hazards associated with workplaces and activities for which they are responsible are identified and that suitable and sufficient risk assessments are carried out by competent persons. The risk assessments must be reviewed as necessary and at least annually. Risk assessments should be carried out in consultation with relevant employees and must assess individual needs when appropriate (e.g. in respect of pregnant or young employees and persons with a disability). Ensure risk control measures identified by risk assessment are implemented and monitored to ensure they are effective. Produce Codes of Guidance/work instructions/method statements as appropriate following risk assessment. xviii) Ensure employees are provided with, and understand, information on risks to health and safety and the preventative and protective measures required to reduce risks. Understanding is ascertained through monitoring and other mechanisms xix) xx) xxi) xxii) Ensure all employees are provided with information on all emergency evacuation procedures relating to their place of work. Ensure there are effective health and safety arrangements in place for managing premises and buildings for which they are responsible. Ensure all plant, equipment, personal protective equipment and other safety devices are maintained, repaired and replaced as necessary. Ensure all statutory and other appropriate tests are carried out on equipment at appropriate intervals. xxiii) Maintain health and safety related documentation e.g. portable electrical testing and records of health and safety training. Page 14 of 51

xxiv) Liaise with Health and Safety Advisers, when appropriate, to ensure effective management of health and safety. xxv) Ensure only competent contractors are engaged in line with Council procedures, and that their work is suitably monitored and supervised by competent employees to ensure they discharge their health and safety responsibilities appropriately. xxvi) Assist in the production of Directorate/Service Area Health and Safety Action Plans. xxvii) Implement the Directorate/Service Area Health and Safety Action Plans. xxviii) Implement recommendations made by Health and Safety Advisers. xxix) Ensure hazardous conditions are dealt with in a timely manner and any serious or imminent danger dealt with immediately. Measuring Performance xxx) Ensure that all accidents, near misses and violent incidents are recorded and investigated in accordance with Council and Directorate/Service Area procedures. xxxi) Ensure appropriate documented monitoring systems are in place. Auditing and reviewing xxxii) Carry out routine, documented safety checks on working practices xxxiii) Participate in auditing systems. xxxiv) Identify health and safety deficiencies within their area of responsibility and taking appropriate action, or report the deficiencies in writing to their line manager. Additional health and safety responsibilities may be allocated to some managers and supervisors. Specific responsibilities will be detailed in Directorate/Service Area Health and Safety Policy documentation. 2.11 School Governor and Headteacher responsibilities are detailed in the Education and Lifelong Learning Health and Safety Policy and in individual School Health and Safety Policy documentation. 2.12 All employees, regardless of position, have a legal duty to take care of their own health and safety and that, of other people who may be affected by their acts or omissions, and to co-operate with the Council to enable it to fulfil its health and safety obligations. In particular, all employees must: Page 15 of 51

i) Be familiar with the Council and Directorate/Service Area Health and Safety Policy and other relevant health and safety documentation, procedures, etc ii) Work in accordance with safe working practices/work instructions/method statements developed following risk assessment. iii) Report defective equipment and dangerous situations immediately in accordance with the Service Area arrangements iv) Use work and safety equipment provided as instructed. v) Comply with management requests and instructions relating to health and safety. vi) Attend relevant health and safety training as and when necessary. vii) Not use defective equipment and report any defects promptly to their line manager. viii) Not interfere with or misuse anything provided in the interests of health and safety. ix) Report all accidents, near misses and violent incidents in accordance with Directorate/Service Area arrangements. x) Exercise reasonable care towards themselves and others. xi) Not undertake tasks that they have not been trained or instructed to do. xii) Not take part in reckless behaviour that could result in injury or damage to equipment. xiii) Inform their manager or supervisor of any shortcomings in health and safety arrangements. xiv) Report any medical condition which makes them unfit or at increased risk of injury or ill health (temporarily or permanently) from any work activity to their manager. xv) Co-operate with any investigation into a health and safety issue in their workplace. Any failure of any employee to comply with requirements in respect of health and safety may result in disciplinary action being taken. Failure of any employee or the Council to comply with health and safety legislation may lead to criminal prosecution of the individual and/or the Council. 2.13 Contractors and Partners Contractors and partners working for, and with, Cardiff Council will: Page 16 of 51

i) Be competent in respect of health and safety management and conduct their activities so as not to expose themselves, Council employees, service users and members of the public to health and safety risks. ii) Co-operate with the Council on all relevant health and safety issues. iii) Meet health and safety standards required of them by legislation and the Council in the performance of their work activities undertaken with or on behalf of the Council. The Council Health and Safety Policy on the Management of Contractors provides detail on the management of contractors by the Council.( 1.CM.114) The Cardiff Council Health and Safety Checklist for Clients on the Management of Contractors provides further guidance on the selection and management of cpontractors ( 1.CM.217) 2.14 HEALTH AND SAFETY ADVISORY FORUM i) The Health and Safety Advisory Forum is the advisory body to the Cabinet where health and safety issues of mutual concern to the Council as an employer or trade unions can be discussed with a view to reaching agreement. ii) The objective of the Forum is to provide a framework for regular consultation between the Council and its employees/trade union representatives on corporate and strategic health, safety and wellbeing issues and health promotion initiatives. Specific health and safety issues which have not been resolved elsewhere in the organisation following agreed procedures, can also be considered at the Forum. The agenda (including supporting documentation) and minutes of each Forum are circulated in full to Cabinet Members, relevant opposition members, relevant trade union representatives, the Chief Executive, Corporate Directors, Directors,,Chief Officers, Heads of Service and Directorate/Service Area Health and Safety Contact Officers. A copy of the agenda (including supporting documentation) and the minutes of each Forum are available on the Council s Health and Safety Intranet Site. For further details on the Health and Safety Advisory Forum refer to the Forum Terms of Reference(5.C.187) 2.15 DIRECTORATE/SERVICE AREA HEALTH AND SAFETY COMMITTEES i) In addition to the Health and Safety Advisory Forum, which provides a Council wide forum for trade union consultation, Directorate/Service Area Health and Safety Committees provide a local mechanism for consultation with trade unions. Each Directorate/Service Area has Service Area Health and Safety Committee(s) specific to the Directorate/Service Area or has combined with other Service Areas to provide a mechanism for local consultation. Employees should advise trade union representatives of issues they wish to be discussed at the Committee. ii) The objectives of Directorate/Service Area Health and Safety Committees are to:- a. provide an arena for actively promoting health, safety and wellbeing as an integral part of the Directorate/Service Area. Page 17 of 51

b. provide an arena which any employee, trade union or management concerns regarding health and safety can be addressed. c. The following items should be considered at Health and Safety Committees: Health and Safety Inspection Reports produced by Health and Safety Advisers, trade union representatives and managers. Monthly accident reports sent to Directorates/Service Areas by Health and Safety Advisers. Directorate/Service Area Health and Safety Action Plan. Directorate /Service Area Annual Health and Safety Report. New/revised health and safety legislation, policies and procedures. Feedback from the Health and Safety Advisory Forum. Health promotion initiatives. Any other relevant health and safety issues. iii) Frequency of the meetings will be determined by the Directorate/Service Area in consultation with the trade union representatives iv) A planned meeting may be cancelled if there are no trade union representatives at the meeting. v) Directorate/Service Area Health and Safety Committees should be chaired by a Director, Chief Officer, Head of Service or an Operational Manager. For further details on Health and Safety Committees refer to the Terms of Reference for Directorate/Service Area Health and Safety Committees 2.16 SAFETY REPRESENTATIVES i) Safety representatives are appointed by trade unions recognised by the Council for the purpose of collective bargaining. They represent identified groups of employees in respect of health and safety issues which affect those employees. Safety representatives have a number of functions and must be consulted in good time whenever a decision involving work equipment, processes or organisation could have health and safety consequences for employees. ii) The Council consults safety representatives at the Health and Safety Advisory Forum and at Directorate/Service Area Health and Safety Committees. Managers consult with safety representatives as appropriate. Page 18 of 51

iii) In addition to representing employees in respect of all matters relating to health and safety, safety representatives will be allowed the time to: Periodically inspect the workplace for hazards, investigate complaints made by employees and make representations to the relevant manager on matters relating to health and safety. Represent employees in consultations with the Health and Safety Executive in relation to health and safety matters relating to any employee. Receive information from the Health and Safety Executive in accordance with legislative requirements. For further information refer to Cardiff Council Code of Guidance Safety Representatives.(1.CM.045) 2.17 IDENTIFICATION OF UNSAFE OR UNHEALTHY ACTIVITY, PRACTICE, PROCEDURE, EQUIPMENT OR ENVIRONMENT i) Whenever any employee (which including agency and temporary employees) identifies any activity, practice, procedure, equipment or environment which presents a risk to health, safety or welfare which they cannot remedy, or may lead to serious/imminent danger, they must inform their manager immediately or other relevant personnel verbally and confirm this in writing. If appropriate, the employee must stop work until direction is received from their line manager. (See Directorate/Service Area Management Structure Below) Page 19 of 51

ii) If a health and safety problem is not remedied by a manager within a reasonable time, it should be reported to the manager s line manager. iii) If the activity, practice, procedure, equipment or environmental issue which presents a risk to health, safety or wellbeing is not, or cannot be, remedied within the Directorate/Service Area within a reasonable time via line management, it should be reported in writing (by the relevant employee) to the Operational Manager, Health and Safety, Corporate Resources. None of the above precludes the right of any employee to implement the Council s Whistleblowing Policy. 2.18 HEALTH AND SAFETY AND THE CARDIFF IMPROVEMENT SYSTEM i) The Cardiff Improvement System (CIS) is one of the key ways the Council monitors and improves performance. The following information will be reported to and monitored through Directorate/Service Area Business Improvement Meetings (or equivalent management meeting) and included in the CIS database. Directorate/Service Area Health and Safety Action Plans. Monthly Directorate/Service Area Accident Statistics Report. Health and Safety Inspection Reports provided by Health and Safety Advisers. Health and Safety Inspection Reports provided by managers. Directorate /Service Area Annual Health and Safety Reports Any other health and safety issues as appropriate, for example, actions required as a result of enforcement action by the Health and Safety Executive, as a result of Health and Safety Adviser reports or Directorate/Service Area health and safety monitoring arrangements. ii) All Directorates/Service Areas have a specific health and safety section within their Directorate/Service Area CIS site which includes Directorate/Service Area specific information including the Directorate/Service Area Health and Safety Policy, Annual Health and Safety Action Plan, Annual Health and Safety Report, risk assessments, agendas and minutes of relevant meetings, e.g. Health and Safety Officer Working Groups and Health and Safety Committee Meetings; and specific Directorate/Service Area Health and Safety procedures. iii) Health and Safety Audit Records are created by Health and Safety Advisers and put on CIS, following the production of Health and Safety Reports. Directorates/Service Areas are expected to raise IACTS to address health and safety recommendations within the reports. These IACTS should not be closed until all the improvement actions are satisfactorily addressed. iv) Directorate/Service Areas are expected to raise IACTs to address recommendations of other health and safety inspections/assessments, e.g. legionella risk assessments, fire risk assessments, insurance reports, manager reports v) Directorates/Service Areas should have all up to date risk assessments (other than display screen equipment assessments or other assessments relating to named individual employees) and any associated work instructions/method statements on CIS. Page 20 of 51

vi) All Council (corporate) health and safety documentation e.g. policies, forms and Codes of Guidance, can be accessed from the front page of CIS. 2.19 CARDIFF COUNCIL HEALTH AND SAFETY HANDBOOK i) A Health and Safety Handbook (5.C.012) has been produced and will be updated as necessary. The Handbook supplements the Council and Directorate/Service Area Health and Safety Policies and is not intended to be a comprehensive and detailed document but is a guide for.employees. There is a corporate part of the handbook and where appropriate, additional information is added by individual Directorate/Service Areas. The handbook is available to all employees either as a paper or electronic version. 2.20 CARDIFF COUNCIL ANNUAL HEALTH AND SAFETY REPORTS i) Cardiff Council produces an Annual Health and Safety Report which is considered at the Health and Safety Advisory Forum and is circulated to the Chief Executive, Corporate Directors, Directors, Chief Officers and Heads of Service. It is reported to Executive and is available on the Council Intranet Site. ii) The corporate Annual Health and Safety Report details:- - Corporate Achievements - Enforcement Actions - Health and Safety Training - Health and Safety Inspections - Accident/Violent Incident Statistics - Consultation with Trade Unions - Corporate Objectives iii) In addition to the corporate Annual Health and Safety Report, each Directorate/Service Area will produce its own Annual Health and Safety Report in April (or as near to April as possible) each year, which will detail: - Implementation of the Directorate/ Service Area Annual Health and Safety Action Plan - Implementation of recommendations identified by Health and Safety Advisers (including those resulting from inspections) entered on CIS - Enforcement actions - Health and safety training completed by employees - Accident/Violent Incident Statistics - Consultation with trade unions - Any other relevant health and safety issues v) If actions are not progressed or completed, the reasons why should be stated Page 21 of 51

vi) Directorate/Service Area Annual Health and Safety reports will be considered by the relevant senior management and discussed at Directorate/Service Area Health and Safety Committees. vii) Directorate/Service Area Annual Health and Safety reports will be placed on the Directorate/Service Area CIS site 2.21 CARDIFF COUNCIL INTRANET SITE i) There is a specific health and safety section on the Council s intranet site which is developed and maintained by Corporate Resources. It contains an extensive amount of information on health and safety issues including current Council Health and Safety Policies, Codes of Guidance, forms, the Health and Safety Handbook; a link to the Health and Safety Executive Internet Site, Health and Safety Executive Guidance, approved health and safety training providers, details of first aid courses and, agendas and minutes of the Health and Safety Advisory Forum 2.22 OCCUPATIONAL HEALTH SERVICE i) The Council has an in house Occupational Health Service which is part of Human Resources. It provides a number of services including: Pre employment screening and advice Liaison with GPs, specialists and other health professionals Provision of advice on rehabilitation and redeployment Provision of advice on ill health retirement Routine health surveillance Management referral Employee self referral Counselling and stress services Workplace assessments Health education and health promotion Infection control and prevention 2.23 HEALTH PROMOTION i) The Council recognises the importance of workplace health promotion and the value to individuals and their families, and the organisation, of having healthy employees. ii) Health promotion initiatives/activities are facilitated by Human Resources as part of the Cardiff Council Attendance and Wellbeing Policy (1.CM.049) 2.24 ASSOCIATED HEALTH AND SAFETY POLICIES AND CODES OF GUIDANCE i) The Health and Safety Policy is the cornerstone, general policy of Cardiff Council and Directorates/Service Areas as required by the Health and Safety at Work etc Act 1974 in respect of the management of health and safety. Page 22 of 51