The University of Melbourne

Occupational Health and Safety Committee

Meeting Number 4/98

A meeting of the Occupational Health and Safety Committee was held in the Conference Room 1, Old Physics Building, on Tuesday, 20 October 1998 at 2.15 pm.

Present

Prof F Larkins (Chair)

Dr R Cappai

Ms Julia McQuillan (nominee for L Baré)

Mr J Colebatch

Mr J Carmichael

Ms J Wedgwood

Dr M Bullen

Prof A Wedd

Mr G Suckling

Dr M Livett

Mr E Smart

Dr M Wlodek

In Attendance

Ms F Grant

Ms N Austin

Apologies

Mr D Too

Ms M Smart

Dr L Huq

Ms M Harris

Prior to the meeting start the committee agreed to star agenda items 1, 3.2, 3.7, 4.1, 4.2, 4.3, 4.4, 4.5, 4.6, 7, 8, 11, 12 and 15. All starred items were discussed during the meeting. Unstarred items were received and any recommendations therein adopted.

  1. Minutes of meeting 3/98
  2. The minutes to meeting 3/98 were accepted.

  3. Reports from University Safety Committees
  4. The committee noted these reports have been received.

  5. Action Items from meeting 3/98
    1. Safety Clauses in Position Descriptions
    2. This item was discussed with item 4.6.

    3. No smoking policy
    4. A complaint has been received from a staff member in student administration. Smoke from people smoking on the Raymond Priestley building balcony was entering the staff memberās office. Usually these complaints are referred to the staff memberās supervisor to be resolved. An option of placing a no smoking signs near the staff memberās window was considered to be undesirable. Ms McQuillan was requested to have a discussion of the matter with the appropriate supervisor.

    5. Safety in University Corporate Image
    6. The correspondence from Corporate Relations was noted by the committee.

    7. Guidelines for safety related building works
    8. This item was discussed with item 4.3.

    9. MFB Report
    10. This item was discussed with item 4.4

    11. Health Monitoring Guidelines
    12. This item was discussed with item 4.5.

    13. Committee structure and reporting
    14. The draft flow diagram of occupational health and safety related committees was tabled at the meeting and Professor Larkins led the discussion. Committee members were invited to provide comments on the proposal. The new reporting structure should improve communication between the various committees and ensure that issues requiring attention are directed to the appropriate committee. It was suggested that the Biohazard committee be moved down one level in the structure as the committee is an action committee not a policy committee. The Risk Assessment and Management Policy committee should liaise with the proposed new academic centre for training and specialisation in the field of risk analysis.

    15. Health and safety representative elections

    The committee noted the changes to Health and Safety representatives as well as Designated Work Groups.

  6. Occupational Health and Safety Objectives for 1998
    1. Health and Safety Representative numbers
    2. The committee noted that 72 to 73% of Health and Safety representative positions are currently full. This committee is responsible for ensuring health and safety representative positions are filled and have a target of 80% of positions filled. It was agreed that Nan Austin would follow up vacant positions with the heads of the departments. Prof Larkins is willing to write a letter to heads of departments regarding the vacant health and safety representative positions.

    3. SafetyMAP Project
    4. The committee noted the written SafetyMAP progress report. Currently all areas of the University are charged the same fixed rate of WorkCover levy on remuneration. In answering a question on the funding of the implementation of SafetyMAP it was stated that no departments have specific allocations for SafetyMAP but Heads of Departments are expected to manage Occupational Health and Safety matters within the general funding provided. Some funds are available through Property Planning and Development for Minor Works. The Risk Management Office has a small allocation for training and auditing.

    5. Priority of minor building works related to safety matters
    6. The committee noted that the draft criteria for minor works will go to the Capital Works Committee later this week. If the Capital Works Committee accept the criteria, the criteria will be sent to committee members for their information. A ranking for priority of minor works is not specified in the criteria. A committee decides which minor works paid by University funds take priority. Some minor works are paid for by departments.

    7. Implementation of MFB Fire Safety Report
    8. The MFB requires a response to their fire safety report by the 30 October 1998. John Carmichael is currently checking whether all departments have taken the required corrective actions. The University currently complies with approximately 96% of the MFBās requirements or has a planned schedule for the implementation of corrective actions. Some areaās not audited by the MFB have also been upgraded to meet their requirements. Some gas storage facilities are still required to meet best practice. The committee was advised that the University has met compliance with the MFB Fire safety report and in some cases has exceeded the requirements.

    9. Health Monitoring Guidelines
    10. The subgroup working on health monitoring guidelines will meet again after 30 October 1999. The sub group will report back to the committee at the first meeting in 1998 with a defined statement of where the University needs to provide health monitoring based on assessment of the legal requirements and codes of practice.

    11. Safety responsibilities in position descriptions

    Duties statements need to be reviewed by Nan Austin and Julia McQuillan before the draft document is presented to the Administrative Committee. The draft safety responsibilities should be presented to the Administrative Committee in the next two weeks.

  7. Environmental Audit Report
  8. There is a community perception that lead pots used for radioactive shields may pose a risk. This perception needs to be address and any danger minimised. Shields can be disposed of after radioactive sources have been used and the container decontaminated.

  9. Occupational Health and Safety Manual update
  10. The new Occupational Health and Safety manual has been designed for the Web not as a paper based document. Users will search for information principally by key words not by using a contents list. The draft Web version will be made available to the members of the committee before it is finalised.

  11. Report from Health and Safety Representatives Meeting
  12. Some water-based fire extinguishers have been removed from buildings where hose reels are installed. Hose reels are required to comply with the MFB fire safety report. In some cases there may have been a lack of consultation with building occupants to ascertain if they may need to retain hand held water based fire extinguishers. It was suggested that Maintenance use the Building contacts list and ask which fire extinguishers can be removed and which are needed. Staff should be notified of the changes to fire extinguishers and trained in the use of fire hoses where appropriate.

    Currently off campus department, such as Dental Science, have a difference maintenance arrangement than for the main University campus. Building owners are responsible for the maintenance of buildings. Responsibility for the maintenance of fixed plant and equipment may need to be determined. Heads of departments should write to the Building owners on maintenance matters.

  13. Emergency information for lecture theatres (multimedia display)
  14. The committee noted the proposal for emergency evacuation information in lecture theatres. The University may need to improve evacuation procedures in some lecture theatres to meet legislative requirements. Other options, such as emergency information being linked to fire alarms, need to be investigated. It was suggested that the multimedia display be trialed in one theatre to ascertain its effectiveness. Signage in all theatres may need to be reviewed.

  15. Construction Site Safety Working Party
  16. The committee members noted the minutes of the Construction Site Safety Working Party meeting 3/98.

  17. Asbestos Management Plan Status Report
  18. The Asbestos management plan status report, dated October 1998, was noted by the committee members.

  19. Bio Safety Inspection
  20. A Bio safety hazards report was tabled at the meeting.

  21. Radiation Safety
  22. A report about radiation safety at the University was tabled at the meeting.

  23. Evacuation Procedures
  24. The report on building emergency evacuations was noted by the committee members.

  25. Meeting dates in 1999
  26. The committee members noted the meeting dates in 1999.

  27. Any Other Business

There was no other business raised at the meeting.

The meeting closed at 4.05 pm.

The next meeting will be held on Tuesday 16 February in Conference Room 1, Old Physics Building.

Reference

 

Topic

Action Needed

By Whom

By When

1/98

Safety Clauses in Position Descriptions

Meeting with Dept Heads to discuss further

L Baré /

G Suckling

B/f from 1/98

16 Feb 98

1/98

No Smoking Policy

Conduct trial of bins for cigarette butts and hand removable no smoking signs

G Suckling /

Grounds

B/f from 1/98

16 Feb 98

4/98 #4.1

Health and Safety representativeās numbers

Follow up H & S rep vacancies with Heads of departments

N Austin

16 Feb 98

4/98 #4.3

Priority of minor buildings works related to safety matters

Send draft criteria for minor works to Capital Works Committee

J Colebatch

30 Oct 98

4/98 #4.5

Health monitoring guidelines

Prepare defined statement of health monitoring needs and submit to committee

M Bullen and sub group

16 Feb 98

4/98 #4.6

Safety responsibilities in position descriptions

Submit proposed safety responsibilities in position descriptions to Administrative Committee

J McQuillan

6 Nov 98

4/98 #6

Occupational Health and Safety Manual update

Make draft Web version available for review to committee members

N Austin

16 Feb 98

4/98 #8

Emergency information for lecture theatres (multimedia display)

Investigate other options for improving emergency information

N Austin

16 Feb 98

Completed Actions

Reference

Topic

Action Completed

By Whom

When

 

Safety in University Corporate Image

Followed up letter written to Jane Stephens, Corporate Relations

Prof Sheehan

20 Oct 98

 

Guidelines for safety related building works

Established working group and met to discuss guidelines

G Suckling /

J Colebatch

20 Oct 98

2/98

MFB Report

Report on progress to the Environmental Advisory Committee

J Carmichael

20 Oct 98

 

Health Monitoring Guidelines

Sub group to met and made progress towards guidelines

J Wedgwood /J McQuillan /M Bullen /

G Suckling /

F Grant / S Guggenheimer

20 Oct 98

 

Safety responsibilities in position descriptions

The committee sent its comments to G Suckling for review by J McQuillan

All committee members

20 Oct 98

 

Safety responsibilities in position descriptions

Julia McQuillan revised the contents of positions descriptions and submitted to the next committee meeting

J McQuillan

20 Oct 98

 

Health and Safety Representatives

Wrote a report about the review of DWGās and outcome of H & S representative elections and submitted to next committee meeting

J Wedgwood

20 Oct 98

3/98 # 4.8

Committee Structure and reporting

Reviewed OHSC structure and reporting

G Suckling / F Larkins and sub committee

20 Oct 98

Attendance Record for 1998; 4 meetings held to date

Name

Number Possible Meetings

Number of Meetings Attended

Apologies Received

Professor F Larkins

2

2

0

Professor B A Sheehan

2

2

0

Ms E Baré

1

1

0

Mr J Colebatch

4

4

0

Dr M Bullen

4

4

0

Professor A Wedd

4

2

2

Ms J Wedgwood

4

4

0

Mr J Carmichael

4

4

0

Mr R Mason

2

1

1

Dr L Huq

2

2

0

Ms P Cardinaletti

2

0

2

Mr P Marley

3

3

0

Mr D Too

4

0

4

Dr M Livett

4

3

1

Ms M Harris

3

0

3

Mr G Suckling

4

4

0

Mr B Greenwood

2

2

0

Ms M Smart

4

1

3

Mr P Edwards

1

1

0

Mr E Smart

2

2

0

Dr M Wlodek

2

2

0

Ms J McQuillan

3

3

0

Distribution:

Professor F Larkins

Chairman

Ms M Gleeson

Central Secretariat

Ms E Baré

Management Rep

Ms J Wilmot

Baillieu Library

Mr J Colebatch

Management Rep

Ms J Wedgwood

H & S Rep

Dr M Bullen

Management Rep

Mr D Too

Student Rep

Mr J Carmichael

H & S Rep, Chemistry

Ms N Austin

Project Officer, RMO

Ms B Young

Bio hazards Committee

Mr G Suckling

Manager, RMO

Mr E Smart

H & S Rep, ILFR

Dr L Scott

Animal Welfare Officer

Dr M Wlodek

H & S Rep

Mr P Marley

H & S Rep, Pharmacology

Dr M Livett

Female Rep

Mr L Vines

Student Union

Mr R I A Marshman

Management Rep

Ms M Smart

Post Graduate Rep

Mr P Edwards

H & S Rep, ITS

Prof T Wedd

Nominee: for Marshman

Academic Services Mgr

Student Union

H & S Rep

ANU

OH and S Adviser

Ballarat University

OH&S Officer

Flinders University

Denis Crowley

Environmental Adv. Com.

   

Minutes will also be distributed to Heads of Department and Laboratory Managers via e-mail once the Administrative Committee has accepted the papers. The minutes are also made available on the RMO web page.

Contact person for Agenda and Minutes

Fiona Grant, Risk Management Office, Ph. 9344 7702

THE UNIVERSITY OF MELBOURNE

OCCUPATIONAL HEALTH AND SAFETY COMMITTEE

MEETING NUMBER 4/98

REPORT TO COUNCIL

A. Recommendations

Nil

B. Reports

Reports from other University Safety Committees

The Risk Management Office reviews reports from other University safety committees and any issues arising are presented to the Occupational Health and Safety Committee.

Guidelines for safety related building works

The committee received a report regarding the progress towards establishing guidelines for prioritisation of safety related building works.

Health Monitoring Guidelines

A report regarding the review of health monitoring guidelines was presented to the committee.

SafetyMAP Progress report

A written report about progress towards SafetyMAP implementation was presented to the committee.

Occupational Health and Safety Manual

The committee received a report about the current review of the Occupational Health and Safety Manual

Asbestos Management Plan Status Report

The committee received a written asbestos management plan status report.

Building emergency evacuations 1997/1998

A report about building emergency evacuations conducted in 1997 and 1998 was submitted to the committee.

Radiation Safety 1998

A report about Radiation safety was tabled at the meeting.

Report of the Bio safety Sub-committee

Tabled at the meeting was a report of the Bio safety sub committee.

Fume cupboard report update

A fume cupboards report update was tabled at the meeting.

C. Other Items Discussed

    1. Minutes of Meeting 3/98
    2. Safety clauses in position descriptions
    3. No smoking policy
    4. Safety in University corporate image
    5. MFB Report
    6. Committee structure and reporting
    7. Health and Safety Representatives
    8. Environment Audit Report
    9. Emergency information for lecture theatres (multimedia display)
    10. Construction Site Safety Working Party
    11. Meeting dates in 1999

Details of matters discussed by the Committee are available in the papers supplied to Central Secretariat