UNIVERSITY OF LEEDS
Facilities Directorate Health and Safety Committee
Minutes of the meeting held on 14th March 2013
Present:
Steve Gilley (Chair in place of Dennis Hopper), Granville Cheetham, Nick
Creighton, Lee Dewhurst, Mike Howroyd, Neil Lowley, Josie Ormston,
Ian Robertson, Stewart Ross and Harry Sumner
Apologies:
Dennis Hopper, Stuart Eyles, Andy Lindley and Neil Maughan
In Attendance: Alistair Cunliffe
Minutes of the previous meeting
12/40
RECEIVED: the minutes of the meeting held on 15th November 2012 (AGENDUM1)
Matters arising from the minutes and actions
12/41
GC was informed by FDHR that for any members of staff off sick for more than 7 days,
then a procedure was already in place. SG queried whether staff who were off sick for
an extended period could be allowed back to work to resume duties within their
capabilities. JO confirmed that the issue had to be managed on a case by case basis
with managers encouraged to alert the FD management who could advise on the
correct course of action. Processes were available as per Occupational Health
therefore managers needed to be made aware that they could ask for help.
12/42
GC confirmed that a consolidated report on HASMAP Audits had not been completed.
The various levels of HASMAP would be difficult to audit via a desktop exercise. SG
noted that the scorecard distributed did provide useful information however it would be
useful for the information to be taken to the next level, i.e. security, cleaning. LD
confirmed that vertical audits could be used as a summary and this could be looked at
with each area below the Heads of Service to be included.
12/43
LD noted a few minor items within the minutes which would need to be amended.
12/28 would be changed as the HSE paper was due to go to University H&S
Committee in February not this meeting, although LD had subsequently tabled the
paper today anyway.
12/44
Accident statistics report
RECEIVED: the FD accident statistics Report (FDHS/12/08)
12/45
41 incidents were reported during this quarter which was an increase on the 40
reported in the previous quarter. 10 of these were ‘near miss’ incidents. 6 of the ‘near
miss’ incidents related to sharps in the Dental school. Significantly 4 reported verbal
abuse incidents to staff working at Weetwood Sports Grounds had been reported.
12/46
17 incidents resulted in superficial or no injury to the person involved. There had been
4 vehicle related incidents. These included a brake failure after servicing which could
have been very serious. In response to this issue a Service Level Agreement had
been drawn up with new standards now set. Also a member of agency staff reversed a
vehicle into waste bins whilst not holding a valid licence. SR noted that this highlighted
the need for all agency staff to be inducted.
12/47
There had been a dramatic fall in days lost due to incident absence. Only 4 days had
been lost over the recent quarter as a result of 2 incidents. This was compared to 66
days absence in the previous quarter. There were no RIDDOR reportable incidents for
this quarter following 3 reported in the last quarter
12/48
The greatest number of incidents reported in the period was from Cleaning Services
who reported 20 incidents, which was 48% of the FD total. The ‘sharps’ reported in the
Dental school had been reported to the relevant Dental committee’s, however this
process needed to be cyclical as new students start.
12/49
In regards the trend of verbal abuse towards staff at Weetwood, training had been
arranged with the outcomes to be closely monitored. The abuse appeared to mainly
be from drunken students with the bar staff being abused. SR confirmed that he would
look at the current policy with Rob Wadsworth on users abusing staff and review any
possible action that could be undertaken. Door staff were not currently employed
however for major events this could be investigated.
12/50
12/51
Fire wardens inspections report
RECEIVED: a report on fire inspections (FDHS/12/09)
LEODIS had now been removed from the Residences inspections with Bodington Hall
to be removed. No major issue were identified within the report.
12/52
Safety co-ordinators inspections report
RECEIVED: the Safety Coordinators Inspections Report (FDHS/12/10)
12/53
The Safety Inspections Report was reviewed with no issues identified.
12/54
Enforcing bodies interactions
HSE appeared to be randomly identifying staff within the organisation to speak with. It
was believed that appropriate systems were in place to respond to any queries.
12/56
12/57
Update from trade union representatives
NL queried at what stage Wellbeing and Health were invited to comment on new build
or major refurbishment projects, for example in regards staff facilities/loading bays for
the new Library. It was confirmed that the Fire Safety team were brought in at Stage B
normally with H&S managers involved to support the SMT. SG confirmed that all
major schemes were discussed at Facilities Liaison Groups which reminded Faculty’s
of the need to involve Unions with projects and to discuss any problems. SG
confirmed that the Library project was discussed with the Library Team with liaison via
Michael Emley and Stella Butler who would take on board any staff concerns. LD
noted that often the involvement was dependant upon how proactive the SMT’s and
H&S Managers were on each project. The Design Team on project were also required
to work within the national H&S guidelines and standards.
Contractor Management Report
RECEIVED: a report on contractor management (FDHS/12/11)
12/58
Of the 720 interactions during the reporting period, over 97% were undertaken by a
Technical Officer who was tasked to manage the works and best placed to observe
any poor work practices. This rate had been improved from 90% for the previous
reporting period. A session with Eversheds had been arranged for Technical Officers
in regards Managing Contractors.
12/59
A lack of operatives attending an induction continued to be a particular problem;
however this was a significant decrease in the numbers previously reported after a
concerted effort to encourage operatives to attend the FD induction.
12/60
An improvement notice had been issued to MTR roofing contractors on the 25th
January 2013 following a report of an operative working on a roof outside of the
protection of edge protection.
12/61
The electronic permit to work system was being piloted with feedback awaited before
the system was rolled out across campus. This system was based on the University
protocol and aided communication and prevented contractors clashing in areas on
site.
12/62
12/63
Feedback from FD Health and Safety Management Groups
SR noted that there had been further regular appraisals of the inspection results with
issues around gas/equipment checks now resolved. SR was now also engaging with
the Services previously covered by MA-B to make them aware of the ability to engage
in H&S issues.
GC noted that scenario setting and a pro active culture which would test whether the
appropriate systems were in place was progressing which fitted alongside the
emergency response processes.
Health and Safety Services Update
12/64
RECEIVED: Health and Safety Fees for Intervention Scheme (FDHS/12/12)
12/65
LD noted that the new Fees for Intervention Scheme was one of the biggest changes
to the system in a generation. The style of intervention would now be reactive
enforcement with employees that contravene the H&S law being forced to pay the
HSE’s enforcement costs at a rate of £124 per hour until the breach had been
rectified. The new system had been developed due to the removal of funding from
central government.
12/66
Many of the inspectors had noted that they were unhappy with the new system and
that they preferred the partnership arrangement which would be lost. GC noted that
they would now lack the ability to advise clients.
12/67
It was hoped that the University impact would be minimal however it was only right
that testing systems for a response were reviewed. It also needed to be understood
where the costs would fall for any breach, i.e. Academically, Research, FD or split
between departments. Confirmation was also sought as to what would happen for
example, if an inspector only discovered an issue in the last 5mins of a 5hr visit and
what costs would be owed.
LD noted that the University’s H&S Policy had been taken to Council not the H&S
Committee. The Management of Water Hygiene (Legionella) paper had been taken to
the Health and Safety Committee in February with an update due in April.
12/68
12/69
12/70
12/71
The Car Park enforcement paper had now been developed onto a second draft. The
paper was designed to regulate parking behaviour on campus.
Any Other Business
RECEIVED: USHA Fire Statistics 2011/2012 (FDHS/12/13)
HS noted that the USHA would be included as part of the Estates Management
Statistics as from next year. The paper reviewed the national statistics gathered from
the 2011/12 period and compared them against the University of Leeds. The stats
needed to be treated carefully as there were lots of variances to be considered. In
regards Academic Buildings the UoL rate for Near miss / 100 detectors appeared to
be high however it was believed that this was due to the greater proportion of
detectors and the fact that UoL reported all alarms that Security attend.
12/72
HS believed that the stats indicated that the University was monitoring well in
comparison to some other sites. The University was also below the mean in regards
major fires/injuries. HS also noted that the University also probably had more
detectors than legally required as a life saving aspect.
Minute
12/49
ACTION
SR would review current policy with Rob Wadsworth in regards
staff being verbally abused at Weetwood.
OWNER
SR