The University of Melbourne
Occupational Health and Safety Committee
Meeting Number 2/98
A meeting of the Occupational Health and Safety Committee was held in the Conference Room 1, Old Physics Building, on Tuesday, 5 May 1998 at 2.45 pm.
Prof B Sheehan (Chair) Dr P Marley Ms Julia McQuillan Mr J Colebatch Mr J Carmichael Ms J Wedgwood Dr M Bullen Dr L Huq Mr G Suckling Dr M Livett Mr B Greenwood
Ms N Austin Ms F Grant
Mr D Too Prof T Wedd Ms M Harris Ms P Cardinaletti Mr R Mason Ms L Baré Ms M Smart
1. Minutes of Meeting 1/98
The committee elaborated on the minutes of item 3.1, Safety Clauses to include the fact that it is now accepted that Position Descriptions including safety responsibilities are a requirement of SafetyMAP. Faculties should finalise position descriptions before being audited for SafetyMAP.
2. Reports from University Safety Committees
The committee noted that the number of safety committees and reports received from these committees have increased considerably.
3. Action Items from Meeting 1/98
3.1 Safety Clauses in Position Descriptions
A standard position description for heads of departments is being prepared for review by the executive of the University before being considered more widely. A standard position description for laboratory managers is now in discussion.
3.2 Checklist of safety signs
It has been decided that Maintenance will install any requested safety signs. If there are any difficult signage issues the Risk Management Office are to address these and request installation of appropriate signs.
3.3 Safety Information on the Web
A letter has been written to Jane Stephens regarding the importance of safety to the University's corporate image and specifically the new web site format. Prof Sheehan will follow up the results of this correspondence.
3.4 Resale of University Equipment
This section of the Occupational Health and Safety Manual has been published on the Web and distributed in paper format to all Department Heads and Deans.
A memorandum from the Deputy Vice Chancellor (Resources) has been sent to all heads of departments and Deans detailing the University's commitment to Safety.
3.6 First Aid Kits
The stationery store provides first aid equipment recommended by the St John Ambulance brigade. Those provisions are considered appropriate.
3.7 No smoking policy
`No smoking' signs have been organised through Property, Planning and Development for the new external no smoking areas. Cigarette butt bins are being organised by Grounds section.
4. Reported Incidents Performance
It was suggested that the target for incident reduction be changed from 50% reduction in number of incidents received to 50% reduction in number of incidents resulting in days lost. The committee noted that the Incident/Accident form was long, complicated and took time to fill in which may deter people from completing the forms. Particular data governed by legislation must be collected for the VWA, therefore the form must request this information.
5. Occupational Health and Safety Objectives for 1998
The Committee requested that Safety responsibilities in position descriptions be added to the Objectives in 1998.
5.1 Increase Number of Health and Safety Representative above current rate
Currently about 55% of Health and Safety representative positions have been filled. The rate of full positions dropped last year. Employees feel they have too many other duties to fill and can't undertake extra health and safety duties.
5.2 SafetyMAP Project
Accreditation to SafetyMAP (initial level) audit criteria is currently being sought in the Faculties of Veterinary Science, Medicine, Dentistry and Health Sciences, Engineering, Science and Property and Campus Services.
5.3 Priority of minor building works related to safety matters
It was decided that a sub group of the committee would meet to review and advise on the prioritisation of minor building works.
5.4 Implementation of MFB Fire Safety Report
Implementation of this report by October with the MFB notified of the outcomes. A working party has been established to monitor the progress. John Carmichael is currently working to implement the report. The Environmental Advisory Committee should be informed of progress made towards implementation.
5.5 Health Monitoring Guidelines
Currently there are no clear guidelines for who should pay for vaccinations for students undertaking risky work. A working group will be established to develop guidelines for health monitoring. Pre employment health questionnaires are not always filled in for new employees or when current employees change position. Julia McQuillan will investigate whether applicants could be asked to fill in pre employment questionnaires at interviews.
5.6 Occupational Health and Safety Manual Update
The committee thought the proposal and the timing for republishing by August 1998 was acceptable. The committee accepted the proposal for reorganisation of the Occupational Health and Safety Manual.
6. SafetyMAP update
The committee noted that Departments located in hospitals have been excluded from the Faculty of Medicine, Dentistry and Health Sciences SafetyMAP program.
7. Environmental Audit Report
The committee discussed the organisation of the Occupational Health and Safety, Environmental Advisory and Risk Management committees and noted that the Occupational Health and Safety Committee should generate outcomes. A working party will be formed to discuss the issues regarding reorganisation of the Environmental and Occupational Health and Safety Committee. It was requested that the Environmental Advisory Committee receive the minutes of the Occupational Health and Safety Committee and vice versa.
8. Health and Safety Representatives
8.1 Report from Health and Safety Representative Meeting
The committee noted that Health and Safety Representatives continue to be concerned about the labelling of fume cupboards which are not safe for use. A fume cupboard management plan status report was tabled at the meeting. It was requested that signage on fume cupboards be large and easily readable by people using the fume cupboards, large stickers should be put on fume cupboards as soon as they are found to be out of order. A working group will be established to development processes for informing people about the results of fume cupboard testing. In the short term emails will be sent to Health and Safety Representatives notifying them that fume cupboards are not safe for use.
8.2 Review of Designated Working Groups and election process for Health and Safety Representatives
A meeting has been held to Review Designated Working Groups. Any changes to Designated Working Groups or elected representatives is noted by Nan Austin, Risk Management Office and notified to Executive Services. Human Resources then notify the Health and Safety representative and their supervisor. All vacant Health and Safety representative positions are due for election in June. It was recommended that if there is no challenge to an existing Health and Safety Representative that they remain in the position for a further term. An article will be published in UniNews giving information about the elections. Health and Safety representatives can elect to receive either two or five days of training through Staff Development and Training.
9. Control of campus grounds
It was noted that any issues regarding control of campus grounds should be reported to the Grounds Committee.
10. Policy for training of academic staff
The committee noted that the Staff Development and Training course is not currently sent to academic staff, but they can enrol in any course. However, staff development and training have no separate budget for academic staff training. Additional funding will be required to support current demand.
11. Asbestos Management Plan Status Report
The Asbestos Management Plan Status Report was noted by the Committee.
12. Construction Site Safety Working Party
The committee noted the minutes of the Construction Site Safety Working Party. Departments are still using other contractors for minor building works.
13. Any Other Business
Jo Wedgwood thanked Prof Sheehan for chairing the Committee on behalf of the Health and Safety representatives.
Prof Larkins will be the chairman of the next committee meeting.
The meeting closed at 4.45 pm.
The next meeting will be on Wednesday 9 September, 1998 at 2.15 pm in Conference Room 1, Old Physics Building.
Topic Action Needed By Whom By When Safety Clauses in Meeting with Dept Heads to L Baré and G B/f from 1/98 Position Descriptions discuss further Suckling 5 May 98 No Smoking Policy Conduct trial of bins for G Suckling and B/f from 1/98 cigarette butts and hand Grounds 11 Aug 98 removable no smoking signs Safety in University Follow up letter written to Prof Sheehan 11 Aug 98 Corporate Image Jane Stephens, Corporate Relations Guidelines for Establish working group and G Suckling and J 11 Aug 98 safety related meet to discuss guidelines Colebatch building works MFB Report Report on progress to the J Carmichael 11 Aug 98 Environmental Advisory Committee Health Monitoring Sub group to meet and make J Wedgwood / J 11 Aug 98 Guidelines progress towards guidelines McQuillan / M Bullen / G Suckling Pre employment Determine if it is possible J McQuillan 11 Aug 98 health questionnaires for applicants to be requested to fill out questionnaires at job interviews Committee structure Meet to discuss issues P Marley / J 11 Aug 98 and reporting regarding committee Wedgwood / G structure and reporting Suckling / N Austin Health and Safety Article to be published in J Wedgwood 30 Jun 98 Representative UniNews about elections Elections Fume Cupboards Develop process for J Wedgwood and J 11 Aug 98 labelling fume cupboards and Colebatch notifying people when fume cupboards are out of order Objectives for 1998 Add safety responsibilities F Grant 11 Aug 98 in position descriptions to objectives
Topic Action Completed By Whom When Checklist of safety H & S Reps discussed with J Wedgwood 5 May 1998 signs Building supervisors, who will put up safety signs Safety Information Wrote letter to Jane F Grant 5 May 98 on Web Stephens, Corp Relations about importance of safety to Uni's image Resale of University Published on Web and F Grant 5 May 98 Equipment publicised to departments SafetyMAP Sent letter to Heads and N Austin Prof Sheehan 5 May 98 Deans detailing Uni's commitment to safety First Aid Kits Risk Management Office A Boldt 5 May 98 reviewed what the Stationery Store provides and gave advice
Attendance Record for 1998 - 1 meeting held to date
Name No No Mtgs Apologies Possible Attended Received Mtgs Professor B A Sheehan 2 2 0 Ms E Baré 2 1 1 Mr J Colebatch 2 2 0 Dr M Bullen 2 2 0 Prof T Wedd 2 0 2 Ms J Wedgwood 2 2 0 Mr J Carmichael 2 2 0 Mr R Mason 2 1 1 Dr L Huq 2 2 0 Ms P Cardinaletti 2 0 2 Mr P Marley 2 2 0 Mr D Too 2 0 2 Dr M Livett 2 2 0 Ms M Harris 2 0 2 Mr G Suckling 2 2 0 Mr B Greenwood 2 2 0 Ms M Smart 2 1 1
Professor B A Sheehan Chairman Dr L Huq H & S Rep Ms E Baré Management Rep Ms J Eskdale Central Secretariat Mr J Colebatch Management Rep Ms J Wilmot Baillieu Library Dr M Bullen Management Rep Ms J Wedgwood H & S Rep Mr J Carmichael H & S Rep, Chemistry Mr D Too Student Rep Ms B Young Biohazards Committee Ms N Austin Project Officer, RMO Mr B Greenwood H & S Rep, P&B Mr G Suckling Manager, RMO Ms M Harris H & S Rep, VCA Dr L Scott Animal Welfare Officer Dr M Livett Female Rep Mr P Marley H & S Rep, Pharmacology Mr R I A Marshman Management Rep Mr L Vines Student Union Mr R Mason H & S Rep, Physics Ms M Smart Post Graduate Rep Ms P Cardinaletti H & S Rep, CSHE Prof T Wedd Nominee: for Marshman Academic Services Mgr Student Union H & S Rep ANU OH and S Advisor 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 email once the papers have been accepted by the Administrative Committee. 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 2/98
REPORT TO COUNCIL
Asbestos Management Plan Status Report
This report was circulated with the agenda to the Committee
Fume Cupboard Management Plan Status Report
This report was tabled at the meeting.
Reports from other University Safety Committees
Reports from other University safety committees are reviewed by the Risk Management Office and any issues arising are presented to the Occupational Health and Safety Committee.
A verbal report on progress towards SafetyMAP accreditation was presented to the committee.
C. Other Items Discussed
1. Minutes of Meeting 1/98
2. Safety clauses in position descriptions
3. Checklist of safety signs
4. Safety information on the Web
5. Resale of University equipment
6. First aid kits
7. No smoking policy
8. Reported incidents performance
9. Occupational Health and Safety Objectives for 1998
10. Environmental Audit
11. Health and Safety Representatives
12. Control of campus grounds
13. Policy for training of academic staff
14. Construction Site Safety Working Party
Details of matters discussed by the Committee are available in the papers supplied to Central Secretariat