MONASH UNIVERSITY OCCUPATIONAL HEALTH AND SAFETY COMMITTEE (MUOHSC)
MINUTES OF MEETING
Meeting 2/2014 of the Monash University Occupational Health and Safety Committee was held on Thursday,
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19 June 2014 in the in the Room 407/408, 4th Floor, New Horizons Bldg. 82, Clayton Campus at 10am.
MINUTES
1.
PROCEDURAL MATTERS
1.1
APOLOGIES:
Apologies received:
Doug McGregor
Nino Benci
Dan Wollmering
Members not present:
Tim Wong
Stan Rosenthal
Trent O’Hara
1.2
ATTENDANCE:
Members present:
Prof John Loughran (Chair)
Mr Stephen Davey
Mr Andrew Picouleau
Mr Martin Taylor
Ms Jill Crisfield
Ms Moh-Lee Ng
Mr Stuart Lees
Ms Diane O’Neill
Ms Lisa Kaminskas
Mr Michael Barry
Others in attendance:
Mr Janet Kemp (proxy for Doug McGregor)
Ms Louise Francis (proxy for Margaret Murphy)
Mr Norman Kuttner (Executive Secretary)
Mr Paul Barton
Mr John Tsiros
Ms Lynne Peterson (Minute Secretary)
1.3
MINUTES OF PREVIOUS MEETING
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The minutes of meeting 1/2014 held on Wednesday, 12 February 2014 were confirmed as a
true and accurate record.
1.4
MEMBERSHIP
1.4.1
Resignation
The Chair thanked Janet Kemp for her long standing and invaluable contribution to this
committee and welcomed Doug McGregor as her replacement.
Minutes2-2014
Author: L Peterson
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2/7/14
1.5
URGENT BUSINESS AND STARRING OF ITEMS
The following items were starred for discussion. All other items were taken as read and noted.
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2.
1.4.1
2.1
2.2
2.3
3.5
3.6
4.1
4.2
4.3
5.1
Resignation
Audits (Building Wardens)
Monash University Occupational Health & Safety Plan 2013
Smoke-Free University
Monash University Occupational Health & Safety Plan 2014
Smoke-Free University
S.A.R.A.H. (Safety and Risk Analysis Hub)
Fire Risk Committee Report
Incidents
Surveillance Audits
MATTERS ARISING FROM PREVIOUS MINUTES
2.1
AUDITS (BUILDING WARDENS)
The Executive Secretary informed members that the task of filling building warden vacancies
is under development and the OHS Consultants and Advisors have been focussing on the
evacuation of buildings and encouraging areas to perform evacuations before the end of the
first semester. This has resulted in 90% of buildings being evacuated to date. Evacuations
at Caulfield campus remain an obstacle challenge and attention is currently been given to
rectify this.
2.2
MONASH UNIVERSITY OCCUPATIONAL HEALTH & SAFETY PLAN 2013
At the last meeting discussion was held on creating a database with key people responsible
for co-ordinating the abovementioned plans so as to enable a better response system. The
Executive Secretary explained that OHS are currently developing an online system whereby
staff members responsible for submitting the plan will have direct access to it online. It will
also enable them to enter information on their customised plan on an ongoing basis, without
having to wait until the end of each quarter. He advised that this system is currently being
tested in OHS.
Stuart Lees volunteered the assistance of the Faculty of Arts if OHS are in need of a test
area. The Executive Secretary agreed to contact him if required.
Provided this project is completed on time, the Executive Secretary agreed to demonstrate
the system to members at the next meeting.
(Action: Executive Secretary)
2.3
SMOKE-FREE UNIVERSITY
At the last meeting concern was raised as to whether the University would be able adopt a
ban on eCigarettes. The Executive Secretary reported that eCigarettes are illegal in Victoria.
Legislation passed in 2009 states that electronic cigarettes and their cartridges containing
nicotine are banned in Victoria. For the purposes of this committee, he explained that
eCigarettes were produced by manufacturing companies with uncontrolled doses of nicotine
in them and are battery operated and worked as a cigarette but produced no smoke. They
are considered unhealthy and dangerous to people’s wellbeing.
The Chair agreed that it would be very difficult to police smoking in general, however it is
envisaged that staff and students encourage smokers to move to designated smoking points
around campuses.
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The Chairperson noted that the “28 July 2014 Smoke-Free Campus” signs in the Faculty of
Education seemed to be making a difference as there appeared to be no smokers near and
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around the building. A query was raised as to if, after the 28 July, people are found
smoking within a building, whether penalties would be enforced. Andrew Picouleau
confirmed that if a person were found to be smoking inside a building it would be addressed
as a misconduct issue and if the pattern continued the issue would then be directed to HR.
Minutes2-2014
Author: L Peterson
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2/7/14
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
3.2.3
3.2.4
3.2.5
3.2.6
3.2.7
3.2.8
3.3
Incidents & Hazards
Workers’ Compensation
Unacceptable Behaviour
WorkSafe Reports Summary
Building Evacuations
Audits
Induction
OHS Training
OHS DOCUMENTATION FOR ENDORSEMENT AND/OR INFORMATION
The Committee endorsed the following documents for final approval by the Vice-Chancellor:3.3.1
Bacterial Testing of Cooling Towers Procedure
3.3.2
Cooling Tower Management Procedure
3.3.3
First Aid Procedure 10/2014
3.3.4
OHS Communication Procedure
3.3.5
OHS Consultation Procedure
(Action: Chairperson & Executive Secretary)
3.4
AUDITS
3.4.1
Internal procedural audits
Internal procedural audit results presented were approved without comment.
3.5
MONASH UNIVERSITY OCCUPATIONAL HEALTH & SAFETY PLAN 2014
In regard to the abovementioned OHS Plan, the Executive Secretary reported that six
progress reports were received from areas. He envisaged that this number would increase
with the introduction of the online system, as explained in item 2.2 above. If the system does
not ensure better reporting results from faculties and divisions, alternative strategies will then
be discussed.
3.6
SMOKE-FREE UNIVERSITY
Paul Barton reported that the Smoke-Free Sub Committee meets regularly to address
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actions and activities that need to occur before the 28 July 2014 deadline. Focus is
currently on communication to staff and students, infrastructure changes and support for
staff. All of which is progressing to plan.
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Post 28 July, the communication message will alter to encourage peer group community, so
that staff in particular can feel confident enough to respectfully remind smokers that Monash
University is a smoke-free campus. The expectations are that staff, security, and safety
personnel will play a key role in this.
He mentioned that Security staff have been briefed on the specifics of how to deal with
smokers and have been given appropriate information to hand out to them.
Paul also mentioned that notification will be sent out to our neighbours such as CSIRO,
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Synchrotron etc. advising of the 28 July deadline.
Minutes2-2014
Author: L Peterson
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Smoking points have been installed on Clayton campus and are in the process of being
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finalised on all other campuses. Prior to the 28 July, old ash trays adjacent to buildings,
including signage will be removed.
The QUIT program which is being funded by Monash University has been offered to all staff,
and a few members have taken up this offer.
Paul explained that as the Halls of Residence is the home of many students, it has been
decided that a three year arrangement be granted before the area is completely smoke-free.
However the new residences that are currently being built centrally on Campus will be
completely smoke-free.
Paul did explain the concerns raised by some student associations. Post 2016 when the
University becomes a totally smoke-free campus, students studying late in areas such as the
libraries will have to go off campus to smoke. The need for better lighting is being looked at
so that students will have well lit pathways to go off campus.
Paul concluded that generally there seemed to be an acceptance regarding Monash
University becoming a smoke-free campus.
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 explained that the new software program had been tested by
selected Safety Officers, managers and Health and Safety Representatives, prior to being
piloted by Facilities and Services with very few concerns being raised. It is envisaged that
the system will go live in the first week of July, commencing with the Faculty of Medicine,
Nursing and Health Sciences and the Faculty of Pharmacy. Training programs and
documentation will be organised for Managers in coming weeks.
John Tsiros demonstrated the online system to all members explaining how the action plan
process worked.
Concern was raised that electronic notification will not be automatically sent to Health and
Safety Representatives (HSRs), only the designated Safety Officers. The Chairperson
requested that the option of notification being sent to HSRs be looked at. OHS will undertake
to investigate this possibility.
(Action: OHS)
4.2
FIRE RISK COMMITTEE REPORT
Steven Davey explained the purposes of the Fire Risk Management Committee (as
described in the document attached to the agenda). He explained that a risk management
tool has been developed to gauge risks and inform of fire risk categories of buildings. The
committee would also keep track of statistics of fire alarms, fire start incidents and evacuation
statistics.
As an example of the effectiveness of the tool, Paul Barton explained the tool helped to
highlight that the Halls of Residence was an enormous fire risk and subsequently a major
upgrade has been initiated for the Residences with efficient sprinkler systems to be put in
place.
Janet Kemp enquired whether the bushfire risk in country areas, where Monash University
was located, would be looked at under the risk management tool. Stephen confirmed that
this risk would be handled by the Crisis Management Team.
Stephen confirmed that a regular report from the Fire Risk Management Committee will be
submitted to this committee.
Minutes2-2014
Author: L Peterson
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2/7/14
4.3
INCIDENTS
The Executive Secretary reported on two notifiable incidents that had occurred in the Faculty
of Engineering in the quarter under review, both involving disposal of waste products from
experiments.
In this current quarter, an incident occurred at Monash Sport when fittings from a skylight fell
into the pool as a result of being inadequately installed some 30 years ago. This incident had
the potential to be dangerous, as a number of school children were in the vicinity at the time.
The Executive Secretary also mentioned an incident that occurred recently in regard to a
small fire in Biochemistry that set off the sprinkler system. The result occurred in minor water
damage.
Fortunately in all cases injuries were not reported.
Paul Barton stated that the two incidents in the Faculty of Engineering emphasised that
better management of waste disposal should be considered i.e. proper containers and
standardised labelling. He commended the Heads of Department in both instances for their
level of engagement following the incidents.
John Tsiros confirmed that OHS are exploring specific training for the Faculty of Engineering
in the use and management of chemicals.
5.
OTHER NEW BUSINESS
5.1
SURVEILLANCE AUDITS
The Executive Secretary informed the committee that in July, an external Auditor will be
conducting two Surveillance Audits, as Monash is certified for two standards, one Australian
and the other international. This is conducted each year. Relevant areas have been notified.
6.
NEXT MEETING
Date:
Time:
Venue:
Minutes2-2014
th
Thursday, 18 September 2014
10.00am
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)
Louise Francis
Management Representative (Faculty of Business & Economics)
Jill Crisfield
Management Representative (Faculty of Engineering)
Doug McGregor
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
Minutes2-2014
Author: L Peterson
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2/7/14