MONASH UNIVERSITY OCCUPATIONAL HEALTH AND SAFETY COMMITTEE (MUOHSC)
MINUTES OF MEETING
Meeting 4/2014 of the Monash University Occupational Health and Safety Committee was held on Wednesday,
3rd December 2014 in the in the Health & Wellbeing Seminar Room, Building 10, Clayton Campus at 10am.
MINUTES
1.
PROCEDURAL MATTERS
1.1
APOLOGIES:
Apologies received:
John Loughran (Chairperson)
Nino Benci
Trent O’Hara
John Tsiros
Members not present:
Lisa Kaminskas
Dan Wollmering
1.2
ATTENDANCE:
Members present:
Mr Stephen Davey (Chairperson)
Mr Andrew Picouleau
Mr Martin Taylor
Ms Louise Francis
Ms Jill Crisfield
Mr Doug McGregor
Ms Moh-Lee Ng
Mr Stuart Lees
Ms Diane O’Neill
Mr Tim Wong
Mr Michael Barry
Others in attendance:
Dr Vicki Ashton (OHS)
Ms Margaret Rendell (OHS)
Mr Stan Rosenthal
Mr Norman Kuttner (Executive Secretary)
Mr Paul Barton
Ms Lynne Peterson (Minute Secretary)
1.3
MINUTES OF PREVIOUS MEETING
The minutes of meeting 3/2014 held on Thursday, 18th September 2014 was confirmed as a
true and accurate record.
1.4
MEMBERSHIP
1.4.1
Resignation
The Committee acknowledged the resignation of Trent O’Hara, Monash Postgraduate
representative.
Minutes4-2014
Author: L Peterson
Page 1 of 6
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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
3.1
3.5
4.1
4.2
4.3
 4.4
 4.5
2.
Monash University Occupational Health & Safety Plan 2014
Reports from Sub-Committees
Smoke-Free University
Establishment of Health & Wellbeing Sub-Committee
Hazardous Materials
Generic Faculty/Division OH&S Plan 2015 and Monash University OH&S Strategic
Plan 2015-2017
Monash University OHS Committee Structure
Monash University OH&S Conference 2014
MATTERS ARISING FROM PREVIOUS MINUTES
2.1
MONASH UNIVERSITY OCCUPATIONAL HEALTH & SAFETY PLAN 2014
The Executive Secretary explained that the online system for managing and reporting actions
on future OH&S Plans could not be demonstrated, as OH&S are waiting for eSolutions to
complete the development of the software and program.
Paul Barton suggested that the Executive Secretary speak to Stephen Davey outside this
forum to escalate the progress.
(Action: Executive Secretary)
3.
REGULAR BUSINESS
3.1
REPORTS FROM SUB-COMMITTEES
Monash University’s Radiation Protection Officer, Margaret Rendell spoke on behalf of the
Radiation Advisory Committee for 2014. She advised that because the Committee currently
does not have a Chairperson, meetings have not been held this year.
Margaret reported that she has had some informal discussions with senior academics with an
interest in radiation in regard to filling the position of Chairperson of the Committee. As a
result of their heavy workload, they are understandably reluctant to take on an additional role.
Margaret Rendell asked assistance from the Chairperson of this Committee to write to the
Deans of Medicine and Science, on behalf of the Radiation Advisory Committee, to
emphasise the importance of the role and to seek a nominee. It was decided that the
Chairperson write to the Dean of Medicine, Nursing and Health Sciences, as this was the
larger portfolio.
(Action: The Chairperson)
After discussion, members agreed that the person appointed to the role should be a senior
academic staff member.
Margaret reported that the committee is currently working on a University Radiation
Management Plan which incorporates procedures, guidelines and information in one
document and can be provided to all those who work with radiation. It is envisaged that this
will be completed by the end of the year.
Margaret also explained that a review of ionising radiation sources was recently conducted
by an external auditor who examined three departments that use radiation. The results of
this audit will be used to develop a radiation audit tool in the future.
The Executive Secretary, on behalf of this committee, thanked Margaret for her work on the
Radiation Advisory Committee.
Minutes4-2014
Author: L Peterson
Page 2 of 6
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3.2
MONASH UNIVERSITY OHS PROGRESS REPORT
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
3.2.9
3.3
Incidents & Hazards
Workers’ Compensation
Unacceptable Behaviour
WorkSafe Reports Summary
Building Evacuations
Audits
Induction
OHS Training
Wellbeing
OHS DOCUMENTATION FOR ENDORSEMENT AND/OR INFORMATION
The Committee endorsed the following documents for final approval by the Vice-Chancellor:3.3.1
3.3.2
First Aid Procedure
Management of Suspected Exposure to Cercopithecine Herpesvirus 1
(B Virus) Procedure
3.3.3 Protecting Unborn and Breast-fed Children from the Effects of
Maternal Exposure to Chemicals, Biologicals and Animals Procedure
3.3.4 Using Chemicals Procedure
(Action: Chairperson & Executive Secretary)
3.4
AUDITS
The committee acknowledged, without comment, the following audits conducted:
3.4.1
3.4.2
3.5
Internal Audits - Research Office – OHS Management System Audit
External Radiation Survey Audit (conducted by the Australian
Radiation Service) - School of Chemistry
SMOKE-FREE UNIVERSITY
Paul Barton explained the Smoke-free Working Party is working with Marketing to enhance
communication material in 2015 across Monash University. He confirmed that there are still
enforcement issues in some areas of the University and strategies are currently being looked
at to address these issues and increase security patrolling of relevant areas.
Paul mentioned that the joint Victorian Universities Tobacco-Free Committee is launching a
competition aimed at students to come up with the best marketing smoke-free message. He
also mentioned that the Victorian Universities have submitted a joint no-smoking programs
application for the State Health Awards. The winner will be notified within the next few
weeks.
Paul notified that wording on pavements are in the process of being initiated and approval
will be submitted to Stephen Davey soon.
Members asked whether consideration has been given to establishing shelters where
smoking bollards are located so that smokers will be discouraged from congregating in nondesignated areas. The Executive Secretary reiterated that the intention is to discourage
smoking and make it inconvenient for smokers to have to go out to the designated areas. He
also mentioned that Monash will become totally smoke-free in 2016, therefore establishing
shelters would be counter-productive.
Louise Francis raised concerns in relation to the smoking bollard at the basement of Building
H at Caulfield campus. She mentioned that because of construction work taking place in the
area where people would have used as a pathway, pedestrians now use an alternate route
where a smoking bollard is located. Paul Barton mentioned that this issue would be rectified
when construction was complete, however did agree to look at the problem.
Minutes4-2014
Author: L Peterson
Page 3 of 6
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Martin Taylor raised concerns about the number of cigarette butts left strewn across external
footpaths at Caulfield campus. Stephen Davey agreed that although we cannot control or
stop people leaving their cigarette butts on public footpaths, Monash is looking into the clean
up processes in these areas.
Concerns were raised regarding people smoking at the Clayton campus bus loop, as there
seems to be a misconception that this area is not Monash property. Stephen Davey
acknowledged that this issue is being investigated and firmer policing of these areas will be
considered.
3.6
WELLBEING
Members noted the Wellbeing report without comment.
4.
NEW BUSINESS
4.1
ESTABLISHMENT OF HEALTH AND WELLBEING SUB-COMMITTEE
Dr Vicki Ashton, OHS Physician, spoke to the attached document and explained the need to
formalise the wellbeing programs and activities that have been in existence since 2005 at
Monash University. She asked for approval from this committee to establish a Health and
Wellbeing Sub-Committee.
She explained that Wellbeing at Monash have been approached by the Victorian
Government asking that we join the Healthy Together Victoria Achievement Program and
act as the leader to all other universities in wellbeing programs and activities. Vicki proposed
that the Sub-Committee be formed to manage the development and implementation of
wellbeing initiatives across the University and focus on continuous improvement, along with
the program’s growth and sustainability. The first step will be to form a committee and look
at participation on this committee. The Sub-Committee will also report back to MUOHSC on
a quarterly basis.
Paul Barton suggested that the position of the Chairperson for this Sub-Committee could
include a senior management nominee, if a Deputy Vice-Chancellor is not available for the
position. This should be reflected in the Terms of Reference.
Members agreed to support the implementation of the Wellbeing Sub-Committee.
4.2
HAZARDOUS MATERIALS
Andrew Picouleau reported on discussions recently held involving members from Security,
HR, the University Solicitors’ Office and OHS with regard to the management of safe
purchase and use of potentially hazardous materials at Monash University.
Issues raised at this meeting were that the Chemwatch program needs to be used more
efficiently to document and record chemicals used and where they are located within the
University. He also stated that proper purchasing procedures should be enforced and
communicated to areas to ensure they follow these processes when purchasing chemicals.
Andrew Picouleau suggested that purchasing of chemicals through corporate credit cards
should be monitored and tightened and suppliers be informed to follow Monash University
procedures when supplying chemicals to areas within the University.
Andrew offered to report to this committee at a later date on progress of this issue.
(Action: Andrew Picouleau)
4.3
GENERIC FACULTY/DIVISION OH&S PLAN 2015 &
MONASH UNIVERSITY OH&S STRATEGIC PLAN: 2015-2017
The Executive Secretary discussed the OH&S Strategic Plan and noted minor additions to
incorporate priority on customer services, proactively identify causes of injury and on how to
control them and focus on the implementation of electronic OHS systems and programs.
Minutes4-2014
Author: L Peterson
Page 4 of 6
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The Faculty/Division OH&S Plan incorporates more high level objectives. The OHS
Consultants and Advisors will take the basic Plan to their stakeholders where they may insert
their own projects for 2015 in the column “Faculty/Division Agreed Actions” and it will also
give areas the option of adding more initiatives.
The Executive Secretary reiterated that when the online program is implemented, the
process of completing the Plan will be easier for areas and will enable OH&S to monitor
progress more efficiently.
The Executive Secretary confirmed that next year the Faculty/Division Plan will be presented
to this Committee earlier so that faculties and divisions can incorporate it into their strategic
planning process.
Members discussed options for encouraging areas to improve reporting. This issue will be
discussed with the Chair of this Committee and the Executive Secretary in more detail. It was
suggested that the Chairperson may be able to influence Deans and Directors to escalate
this matter within their areas of influence.
(Action: Chairperson)
Members endorsed both Plans.
4.4
MONASH UNIVERSITY OHS COMMITTEE STRUCTURE
The Executive Secretary spoke to the attached document and explained that currently the
committee structure does not represent all areas of the University. According to the
Regulator, one person should not represent multiple areas, therefore the proposed restructure would have a representative for each faculty and division, either from management
or a Health & Safety Representative as long as the total number is in equal proportions.
He confirmed that a large number of DWGs have vacant positions for Health & Safety
Representatives and plans are in place to contact areas asking they elect a representative in
those areas.
Members supported the implementation of the new structure to this Committee. It will take
effect in the first quarter meeting of the Monash University OHS Committee in 2015.
(Action: Executive Secretary)
4.5
MONASH UNIVERSITY OH&S CONFERENCE 2014
The Executive Secretary spoke on the success of the recent OH&S Conference and the
large number of local and interstate people who attended. The success was partly due to the
Vice-Chancellor’s OHS Award presented by Professor Margaret Gardner to Ricardo San
Martin on his nomination in relation to field work safety.
The Executive Secretary mentioned that the Vice-Chancellor was very supportive and
encouraging of OHS and he acknowledged her influence at the OH&S conference.
The Executive Secretary also thanked the OH&S Unit for their efforts in making the
conference a success and urged more member participation at the next conference in 2016.
5.
NEXT MEETING
Date:
Time:
Venue:
Minutes4-2014
Thursday, 26th February 2015
1.00pm
TBA
Author: L Peterson
Page 5 of 6
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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
Vacant
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
Minutes4-2014
Author: L Peterson
Page 6 of 6
10/12/14