UNIVERSITY OF WARWICK Minutes of the meeting of the Safety Committee held on 10th February 2006 Present: Professor P Scott (Chair), Ms H Hutchings, , Dr S Al-Khalifa, Mr R Buckle, Mr G Day, Mr J Burrows, Mr A Cooling, Mrs A Walters, Mrs A Boutall, Mr D Wilson, Mr M Smith, Mr A James, Mr P Hand, Mr J Dempsey, Mr M Joy, Mr D Welchman, Mr R Farr, Mr D Wright, Mr Z Hirani, Mr D Beaton, Mr F Buxton, Mr F Aitken, Ms. Karen Kelleher, Mrs S Foy, Ms E Shield, Ms L McCarthy Apologies: Miss J Gardner, Prof D Hodgson, Mr R Jenkins In Attendance: Dr D Veale, University Safety Officer Mrs C Beament, Assistant University Safety Officer Mr A Kay, Senior Occupational Health Advisor Mrs J Watkin, Occupational Health Advisor Ms J Strong, Secretary to the University Safety Committee 16/05-06 Minutes RESOLVED: (a) That the minutes of the meeting held on the 4 November 2005 be approved. (b) That a copy of the minutes be placed on the restricted access area of the Safety Office website. 17/05-06 Smoking in the University (USC 3/04-05) (a) REPORTED: A report from the University Safety Office on the response from the Senate and the Council regarding the propose ban on smoking in academic buildings (Paper USC.01/05-06) RESOLVED: The Senate and Council concurred that a ban on smoking in all University academic buildings, including building entrances and windows be introduced with effect from the beginning of the 06/07 session. That the agreed ban on smoking in all University Academic Buildings be communicated to Heads of Departments, by the University Safety Officer. CB/USC.Minutes/04/11/05 (b) CONSIDERED: A report from the University Safety Officer on the consultation exercise, conducted on a propose ban on smoking in University residences including staff common and rest rooms, student communal areas and student bedrooms (Paper USC 13/05-06). RECOMMENDED: That paper USC 13/05-06 is submitted to the Senate and Council outlining this committee’s recommendation that a ban on smoking in staff common rooms and communal student areas such as kitchens and lounges be imposed with effect from the beginning of the 06/07 session. That no ban on smoking be imposed in tutor’s rooms. That the need to consider students wishes and protection from passive smoking be reinforced. That no ban on smoking is imposed in student bedrooms. That the need for students to consider domestic assistants who clean their accommodation and their protection against passive smoking be reinforced. 18/05-06 Recognition and Reward of Departmental Safety Officers RECEIVED: An oral report from the Health and Safety Committee Secretary providing an update on progress noting that practical methods of the proposals in Paper USC 02/05-06 concerning the reward and recognition of Departmental Safety Officers were being considered for implementation by the end of the 05/06 session. 19/05-06 Emergency Refuges for Disabled People (USC 11/05-06) RECEIVED: A report from the Assistant University Safety Officer (Paper USC 14/05-06) noting that (a) The working group established to consider methods of evacuation for employees with mobility impairments had met on two occasions. (b) That a presentation by a supplier of a communication system was conducted. CB/USC.Minutes/04/11/05 RESOLVED: That further information is sought from alternative suppliers and/or different types of system. That information from other University’s will be requested by the Assistant University Safety Officer 20/05-06 Road Safety CONSIDERED: (i) (ii) A report from the University Security Manager (Paper USC 28/05-06) regarding the impact of high usage of the Arts Centre facilities on road safety including parking of coaches and disabled parking and findings of a risk assessment carried out. An oral report from the Building Surveyor, Estates Services regarding the safety assessment carried out by TMS Consultancy (Paper USC 15/05-06) on the footpath width adjacent to the stream between the access road to car park 15 and Library Road following an accident involving a student being struck by the mirror of a passing vehicle. RESOLVED: (i) (ii) 21/05-06 That the University Security Officer liaises with the Arts Centre to ensure that the recommendations of the risk assessment are implemented expediently. That the recommendations provided by TMS were inappropriate and therefore an alternative of moving the handrail to widen the footpath would be implemented and reviewed following a 12 month trial period. Report from the University Safety Officer CONSIDERED: A report from the University Safety Officer (Paper USC16/05-06) REPORTED: (a) Fire and Safety Officer That Mr. E Birch, University Fire and Safety Officer will be joining Estates Services at the beginning of April 2006. (b) Pulse Survey That the Pulse staff survey indicated general satisfaction with standards of health and safety in the University. The survey highlighted work related stress as a potential problem area. CB/USC.Minutes/04/11/05 (c) Health and Safety Audits That health and safety audits will be carried out at Warwick HRI, the Sport’s Centre and the Library shortly. 22/05-06 Report from the Director of Estates CONSIDERED: A report from the University’s Estates Officer (Paper USC 17/05-06) noting: (i) (ii) International Manufacturing Centre TMS consultants were commissioned to examine the installation of a pelican crossing to replace the Belisha crossing currently in use. University House – Pedestrian Access from University Road The University Safety Officer had requested that the Estates Office consider the installation of handrails or barriers to prevent pedestrians crossing at unauthorised points. RESOLVED: (i) (ii) 23/05-06 That no change will be made to the Belisha crossing in situ, as this crossing suits the campus environment. That the Estates Office will further consider the installation of handrails as recommended by TMS consultants. In the interim pedestrian visibility may be improved by lowering the willow barrier to allow safer crossing. Report from Student & Ancillary Services CONSIDERED: A report from the University House Facilities Manger on fire drills, the speed of evacuation from buildings and any faults or failures recorded during the drills. (Paper USC. 06-05/06) REPORTED: (a) That there has been an increase in the number of false alarms from student residences. (b) That there have been complaints from Rootes and Jack Martin student’s residences’ regarding noise from the Student’s Union. CB/USC.Minutes/04/11/05 RESOLVED: (a) That the University Security Manager is investigating the increase and will fine those setting off alarms £50 and possible remove offenders from University residences. (b) That the Student’s Union will liaise with the Estates Office to improve noise insulation with the replacement of doors. 24/05-06 Revision of University Safety Policy CONSIDERED: (a) An addition to SITU Part 2 on work at home (Paper USC 19/05-06). Including cross reference to an additional document relating to mobile computing and teleworking (USC 19/05-06 a). (b) A full revision of SITU Part 12 – Disabled People (Paper USC 20/05-06) (c) A full revision of SITU Part 4 – Ionising Radiation (Paper USC 21/05-06) RECOMMENDED: (to the Senate and the Council) That the revisions to SITU Part 2, SITU Part 12 and SITU Part 4 be approved as set out in papers USC 9/05-06 and 19/05-06 a, USC 20/05-06 and USC 21/05-06. 25/05-06 Report from the Senior Occupational Health Advisor RECEIVED: A report from the Senior Occupational Health Advisor outlining the proposed Occupational Health Strategy for the next 3 years (Paper USC 22/05-06). REPORTED: That the Occupational Health service will develop and implement a University wide work related health surveillance programme. That the Occupational Health service will develop and implement a University wide pre-employment medical questionnaire. RESOLVED: That the Senior Occupational Health Adviser will meet with the Personnel Operations Director to seek agreement on the proposal and report on progress at the next committee meeting. CB/USC.Minutes/04/11/05 26 /05-06 Work Related Accidents Reported in 2005 RECEIVED: A report from the Assistant University Safety Officer on accident statistics for 2005 (Paper USC 24/05-06). REPORTED: (a) That the work related accident statistics from 2005 show that the total number of accidents reported has remained static with an increase from 618 in 2004 to 611 in 2005. (b) That the decrease in number of accidents resulting in a time loss of 5 to 15 minutes from 486 in 2004 to 5 in 2005, reflects an issue with reporting of accidents resulting in minor time loss. RESOLVED: (b) That Departmental Safety Officers encourage accident reporting for all accidents including those resulting in minimal loss of time. 27/05-06 University Health and Safety Plan 2005 – 2007 RECEIVED: A report from the University Safety Officer on progress against the Health and Safety plan, during 2005 (Paper USC 25/05-06). REPORTED: (a) That progress on the Health and Safety Plan is on target. (b) That the departmental review of health and safety requirements had been circulated in questionnaire format to all Departmental Safety Officers RESOLVED: (b) That the University Safety Officer will re-send the questionnaire reviewing the health and safety requirements to all Departmental Safety Officers for completion. CB/USC.Minutes/04/11/05 28/05-06 University Safety Officer’s Annual Report to Senate and Council (USC 26/05-06) CONSIDERED: A draft report from the University Safety Officer to Senate and Council for the year ending 31/12/2005 noting: (a) A summary of reports received by the Health and Safety Committee in 2005 (b) A summary of other matters discussed by the Health and Safety Committee in 2005 (c) A summary of current and future activities to be considered by the Health and Safety Committee. RESOLVED: That the draft report will be revised and sent to Senate and Council for approval together with the work related accident statistics for 2005. 29/05-06 Visit of External University Radiation Protection Adviser REPORTED: An oral report from the University Safety Officer (Paper USC 27/05-06), on the results of the audit conducted by Independent Radiation Protection Advisers, on two laboratories in Biological Science. RESOLVED That the Biological Science Departmental Safety Officer liaises with Contractors to fit a continuous sheet of floor covering as recommended. 30/05-06 Portable Appliance Testing REPORTED: An oral report from the Information Technology Services Departmental Safety Officer regarding portable appliance testing and responsibility for conducting testing. RESOLVED: (a) That the Estates Office will clarify their remit for portable appliance testing. (b) That Departmental Safety Officers will share information relating to external consultancies that have been used to carry out portable appliance testing previously. CB/USC.Minutes/04/11/05 CB/USC.Minutes/04/11/05