MONASH UNIVERSITY OCCUPATIONAL HEALTH AND SAFETY COMMITTEE (MUOHSC)
MINUTES OF MEETING
Meeting 1/2014 of the Monash University Occupational Health and Safety Committee was held on Wednesday,
th
12 February 2014 in the in the James McNeill Room, Bldg. 3A, Level 1, Room138, Clayton Campus at 11am.
MINUTES
1.
PROCEDURAL MATTERS
1.1
APOLOGIES:
Apologies received:
Janet Kemp
Moh-Lee Ng
Nino Benci
Stan Rosenthal
Members not present:
Lisa Kaminskas
Michael Barry
Trent O’Hara
1.2
ATTENDANCE:
Members present:
Prof John Loughran (Chair)
Mr Stephen Davey
Mr Andrew Picouleau
Mr Stuart Lees
Ms Diane O’Neill
Mr Tim Wong
Those in attendance:
Ms Jill Crisfield (Faculty of Engineering nominee)
Mr Doug McGregor (proxy for Janet Kemp)
Mr Norman Kuttner (Executive Secretary)
Mr Paul Barton
Mr John Tsiros
Ms Lynne Peterson (Minute Secretary)
1.3
MINUTES OF PREVIOUS MEETING
th
The minutes of meeting 4/2013 held on Thursday, 7 November 2013 were confirmed as a true
and accurate record.
1.4
MEMBERSHIP
1.4.1
Resignation
It was noted that Brenda Fortington, Management Representative for the Faculty of
Engineering resigned her position on this committee and Jill Crisfield has been invited to
substitute in the role until a permanent replacement is appointed.
Minutes1-2014
Author: L Peterson
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20/2/14
1.4.2
Attendance at MUOHSC meetings
The Chair again emphasised the importance of attendance at meetings and underlined the
obligation for members to forward apologies well in advance of each meeting. This is to enable
the Chair and the Executive Secretary, as per the Terms of Reference, to establish whether a
quorum for each meeting will be met.
1.5
URGENT BUSINESS AND STARRING OF APPENDICES
The following items were starred for discussion. All other items were taken as read and noted.
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2.
1.4.1
1.4.2
2.1
2.4
3.5
3.6
4.1
4.2
4.3
5.1
Resignation & new appointment of member
Attendance at MUOHSC meetings
Health & Safety Representative forum
Wellbeing
Monash University Occupational Health & Safety Plan 2013
Smoke-Free Campus
VC award for exceptional contribution to OHS
S.A.R.A.H. (Safety and Risk Analysis Hub)
Student and staff travelling Overseas
Flu vaccinations at Monash University (Other New Business)
MATTERS ARISING FROM PREVIOUS MINUTES
2.1
HEALTH & SAFETY REPRESENTATIVE FORUM
The Executive Secretary explained that a Health and Safety Representative (HSR) forum,
organised by OH&S was held in November 2013 for HSRs and Deputy HSRs. The session
was very informative and interactive and enabled presenters to explain the role and the
differences between that of a HSR and a Safety Officer. A representative from WorkSafe
was also invited to address the forum and feedback received after the session was
exceptionally positive.
One of the outcomes that resulted was that Health and Safety Representatives agreed to
form a networking group so as to periodically meet and exchange ideas.
As the forum proved to be so successful, OH&S is considering running another session for
HSRs this year, as well as a similar forum for Safety Officers.
2.2
WELLBEING
At the last meeting an issue was raised regarding bringing pets on campus from a wellbeing
perspective. Following discussion with the Disability Liaison Unit (DLU), Paul Barton
confirmed that whilst the OHS policy states that no pets can be brought on campus, the DLU
advised that if there is a significant medical need for a companion pet to be brought in for
health and wellbeing reasons, the DLU has a process in place for assessment and approval.
3.
REGULAR BUSINESS
3.1
REPORTS FROM SUB-COMMITTEES
Reports from sub-committees were not presented at this meeting.
3.2
MONASH UNIVERSITY OHS PROGRESS
The Monash University OHS Progress Report, including detail below, was noted without
discussion or comment:
3.2.1
3.2.2
Minutes1-2014
Incidents & Hazards
Workers’ Compensation
Author: L Peterson
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3.2.3
3.2.4
3.2.5
3.2.6
3.2.7
3.2.8
3.3
Unacceptable Behaviour
WorkSafe Reports Summary
Building Evacuations
Audits
Induction
OHS Training
OHS DOCUMENTATION FOR ENDORSEMENT AND/OR INFORMATION
There were no documents presented for endorsement at this meeting.
3.4
AUDITS
3.4.1
2014 Audit Schedule
Attention was raised to the following typographical error in the 2014 Audit Schedule. “Areas
to be audited by OH&S staff in 2013” should read “…..2014”. OH&S to amend.
Action: OHS
Paul Barton mentioned that audits previously focussed on risk areas and policies and
procedures that required routine follow up. Following feedback from Faculties and areas who
stated that the levels of audits were quite onerous and time-consuming, OHS have been
working extensively to dramatically reduce the numbers of audits per year and will focus
largely on high risk areas and areas that perform inadequately.
Stephen Davey noted that with the assistance of the OH&S Consultants and Advisors,
commendable results were achieved for building evacuations in 2013, however noted that
there was still a need to get more staff volunteers to fill the role of Building and Floor warden.
The Executive Secretary advised that responsibility has been allocated to an OHS
Consultant to create a strategy to encourage staff to volunteer for the position of a Building
and Floor Warden. More information will be forthcoming at the next meeting.
Action: Executive Secretary
3.5
MONASH UNIVERSITY OCCUPATIONAL HEALTH & SAFETY PLAN 2013
The Executive Secretary explained that even though the abovementioned plan has been
streamlined to enable areas to include their own tasks and actions, the responses have not
improved. Following a discussion with Russell Elliott, Vice-President Services, he has
suggested that results be included in future OHS reports to the Audit and Risk Committee.
Members again raised their concern on the frequency of timelines, especially in areas of low
risk where there has not been much change. Areas found that modifying tasks to tailor to
their particular area was time consuming.
Paul Barton suggested that OH&S create a database of key personnel responsible for coordinating or completing the Plan and maintain contact with them. The Chair was in favour of
this proposal and agreed that this would serve as a reminder to areas. OH&S to follow up.
Action: OH&S
Andrew Picouleau suggested that it could be useful to know how the above Plan fits into
Monash’s obligations under the OHS Act and what the expectations are for areas. The
Executive Secretary agreed to follow up and report to the next meeting.
Action: Executive Secretary
3.6
SMOKE-FREE CAMPUS
The Chair announced the positive outcome following a proposal submitted to SMT (Senior
Management Team) regarding the implementation of a Smoke Free Campus. He referred
the topic to Stephen Davey to elaborate.
Stephen confirmed that members were unanimous in their decision to adopt a Smoke Free
Campus. It is envisaged that the University will be totally compliant within three years.
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Stephen also mentioned that there was some concern, from a legal aspect, whether the
University could substantiate a ban on eCigarettes as well. It was agreed that this issue
would need to be verified and discussed further with the OH&S Physician and other relevant
individuals before implementing. The committee to be kept informed of developments.
Action: OH&S & OHS Physician
Stephen Davey also confirmed that the release date for implementation of this initiative is
st
scheduled for the 1 day of the second semester. He stated that smoking points would be in
place by the release date and plans would be made available showing designated smoking
points.
Stephen also stated that Monash University will be the only University to instigate a plan
within 2 years for a total ban on Monash University premises.
3.7
WELLBEING
Members noted the Wellbeing report without comment.
4.
NEW BUSINESS
4.1
S.A.R.A.H. (SAFETY AND RISK ANALYSIS HUB)
The Executive Secretary mentioned that largely due to Stephen Davey’s support, the
abovementioned software program will be implemented shortly. The system will enable staff,
students and visitors to record all hazards and incidents immediately as they occur and
managers and supervisors will be able to view up-to-date live data.
Testing of the system will commence in March 2014 and the program will be piloted in April
2014 within the Facilities & Services Division.
It is envisioned that the system will be operational throughout the University by the second
semester 2014. There will be a publicity campaign when it is released and training will be
available for managers on the operation of the software.
The Executive Secretary mentioned that communication will be sent to faculties and divisions
asking them to identify a number of Champions who will be able to support the program and
become a contact for their area.
John Tsiros confirmed that the program is self-intuitive and simpler to use than the current
paper-based system and will not be a burdensome procedure.
4.2
STUDENT & STAFF TRAVELLING OVERSEAS
The Executive Secretary informed members of an incident that occurred last year, when a
medical student from the University of NSW died whilst on a field trip to Tanzania. He
wanted this to be reminder to areas that they are responsible for the health and safety of all
staff and students on work-related excursions.
He mentioned that a Monash global committee has been established to look at work
integrated learning which will look to incorporating policies and procedures that will be made
available for use by all Monash departments. The focus will be on implementing a better
system to enable areas to keep track of both their staff and students whilst on work related
field trips.
The Executive Secretary confirmed that there is a faculty representative on this committee
and an extensive consultative process will be conducted prior to the new policy being
released.
The Executive Secretary reminded members that Monash has a duty of care for the safe
environment of their staff and students.
Minutes1-2014
Author: L Peterson
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5.
OTHER NEW BUSINESS
5.1
FLU VACCINATIONS AT MONASH UNIVERSITY
The Executive Secretary invited feedback from members in relation to yearly flu vaccinations
conducted at Monash University.
He mentioned that Occupational Health and Safety are not responsible for co-ordinating
vaccinations for staff across the university. However, as in other organisations, he wondered
whether in future it was a sensible option to have vaccinations managed centrally by an
external organisation. Faculties and divisions willing participate would do so by allocating a
relevant cost centre for designated staff members.
All members agreed to this proposition and the Executive Secretary agreed to investigate
further and report back to this committee.
Action: Executive Secretary
6.
NEXT MEETING
Date:
Time:
Venue:
Minutes1-2014
th
Thursday, 15 May 2014
10am
Health & Wellbeing Seminar Room, Rm 1171, Western Extension, Level 1, Building 10
Clayton Campus
Author: L Peterson
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COMMITTEE MEMBERS:
Management Representatives:
Name
Area to be represented
Professor John Loughran
Chairperson - Nominee of the Vice-Chancellor
Stephen Davey
Senior Representative from an Administrative Division (Facilities & Services Division)
Andrew Picouleau
Senior Representative from an Administrative Division (Human Resources)
Martin Taylor
Management Representative (Faculty of Art & Design)
Margaret Murphy
Management Representative (Faculty of Business & Economics)
Jill Crisfield
Management Representative (Faculty of Engineering)
Janet Kemp
Management Representative (Faculty of Medicine, Nursing & Health Sciences)
Moh-Lee Ng
Management Representative from an Administrative Division (Risk and Compliance)
Employee Representatives:
Name
Area to be represented by staff employee
Vacant
Biomedical Cluster (Medicine, Nursing & Health Sciences; Pharmacy & Pharmaceutical Sciences)
Stuart Lees
Humanities and Creative Arts Cluster (Arts; Arts and Design; Education)
Nino Benci
Physical Sciences Cluster (Engineering; Science; Information Technology)
Diane O’Neill
Social Science Cluster (Business and Economics; Law)
Tim Wong
Berwick Campus
Dan Wollmering
Caulfield Campus
Vacant
Gippsland Campus
Lisa Kaminskas
Parkville Campus
Michael Barry
Peninsula Campus
In Attendance:
Name
Trent O’Hara
Monash Postgraduate Association (MPA)
Vacant
Monash Student Association (MSA)
Stan Rosenthal
NTEU Representative
Paul Barton
The Office of Environmental Sustainability
Norman Kuttner
Executive Secretary
John Tsiros
Occupational Health & Safety
Lynne Peterson
Minute Secretary
Minutes1-2014
Author: L Peterson
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