Health, Safety and Environment Committee Minutes 23 October 2019

Minutes of the Cardiff University Health, Safety and Environment Committee held on Wednesday, 23 October 2019, Council Chamber, Main Building, Cardiff University at 10:00.

Present:  Professor Karen Holford (Chair), Mr Dev Biddlecombe, Ms Deborah Collins, Mr Charles Dalton, Ms Emma Dalton, Ms Carolyn Donoghue, Mr Mike Francis, Mr Ben Lewis, Dr Steven Luke, Professor Damien Murphy, Dr Andy Skyrme, Mr James Wareham, and Mr Matt Williamson.

In Attendance:     Mr Mike Turner (Secretary), Mrs Hayley Beckett, Dr Katrina Henderson,  Mr Richard Rolfe, and Mrs Jennis Williams (Minute Taker),

Apologies:  Professor Rachel Ashworth, Ms Flavie Loos, Mr Ron Leach,

Mrs Sue Midha, Ms Claire Sanders, Professor Marcela Votruba.

Preliminaries

The Chair welcomed all Members to the meeting. The Chair also welcomed Ms Deborah Collins, Chief Operation Officer and Mr James Wareham, Students’ Union to their first meeting.  It was noted that it was Ms Carolyn Donoghue’s last meeting as she is leaving the University.  The Chair thanked Carolyn for her contribution to the Committee and wished her well for the future.

437 Minutes

Resolved

437.1               to amend minute 434.2.1 to read “Noted that there was a need for clarity regarding needlestick procedures when the injury is incurred on NHS premises.”

437.2               the minutes of Cardiff University Health, Safety and Environment Committee held on 13 March 2019 (18/717) were confirmed as a correct record with the amendment in point 437.1.

438 Matters Arising

Received and considered paper 19/92, ‘Matters Arising’ and an oral report from Mr Mike Turner.

439 Items from the Chair

Terms of Reference and Membership

Noted

439.1 the Chair reminded Members of the importance of the Health, Safety and Environment Committee and the assurance it provides on all safety, health and environment matters to Council via the governance structure.

439.2               that if a member of the Committee is unable to attend then any request for deputising should be made to the Chair for consideration.

439.3               Resolved to circulate the Terms of Reference and Membership to the Members of the Committee for comment.

440 Update from Safety and Staff Wellbeing

Received and considered paper 19/93, ‘Safety and Staff Wellbeing Report’. and an oral report from Mike Turner

Health and Safety Strategy 2020-2023

440.1               Noted that the management system is in place to support the structures to enable good health and safety management. The focus over the forthcoming period will be the improvement of behavioural safety.

Resolved

440.2               to approve the Health and Safety Strategy 2020-2023 and participate in the survey.

440.3               to develop a ‘survey tool’ to assess the current health and safety climate within the organisation.

Fire Awareness Training

440.4               Noted that currently 67% of staff have completed the mandatory Fire Safety Awareness 2019 training module on Learning Central.

Resolved

440.5               to support the Fire Awareness training and Committee members to communicate, to their respective areas, the importance of completing the module by the end of 2019.

440.6               to seek further information regarding BLS College staff who are unable to access the Fire Safety Awareness training.

Health and Safety Executive (HSE) – Specialist Inspectors (Radiation)

440.7               Noted that all actions related to the improvement notices have been closed out.

Blackweir Footbridge

Noted

440.8               safety concerns have been raised by South Wales Police regarding individuals jumping from Blackweir footbridge (which is owned by the University) into the river Taf during the warm weather.

440.9               that a risk assessment has been drafted and submitted to stakeholders and additional warning signage prohibiting jumping off the bridge have been put up.

440.10             Resolved that the Head of Safety and Wellbeing, Deputy Director of Estates Operations and the Chief Operating Officer meet to discuss alternative preventative solutions.

Safezone

Noted

440.11             that Safezone is a free app which is designed to enhance safety and security for both staff and students on campus and any location globally.

440.12             the Safezone app went live on campus on 30 September 2019 and will go live for international travel from March 2020.

Transition to ISO 45001:2018 Health and Safety Management Standard

Noted

440.13             the transition to ISO 45001:2018 Health and Safety Management Standard has been successfully completed.

440.14             the certification has been received and electronic copies are available if required. Several requests from funding bodies for this information have been received.

440.15             the Chair thanked the team for the work they carried out to successfully complete the transition and also recognised that the University is a sector leader in this area.

441 Environmental Sustainability

Received and considered paper 19/94, ‘Environmental Sustainability Report’ and an oral report from Dr Katrina Henderson.

Climate Emergency

Noted

441.1               that a Cardiff University Climate Emergency Debate was held at the beginning of June on World Environment Day.  The consensus of those at the debate was that the University should pursue declaring a climate emergency.

441.2               a considerable amount of work has been carried out refreshing the environmental sustainability action plan preparing for a climate emergency declaration.

441.3               the deadline to sign the EAUC Accord Global letter of Universities and Colleges is now 1 December 2019.  This letter will be submitted to COP 25 (Conference of the Parties – 25th sitting) in Chile in December 2019.

441.4               the University will align its targets with Welsh Government proposals to decarbonise by 2030 and aim for net zero carbon (scope 1, 2 & 3) for the University by 2050 at the latest.

441.5               Resolved to support the climate emergency declaration and the signing of the Global climate letter.

Environment Management Systems (EMS) Steering Group

441.6               Noted that Professor Mike Bruford has been appointed Dean of Environmental Sustainability.

Regrow Borneo

Noted

441.7               the Regrow Borneo project launch was held on 17 October 2019.  The launch event detailed the science behind the Regrow Borneo Project and how the project aims to effect behaviour change and to reduce Cardiff University’s carbon footprint.

441.8               the project is the first of its kind at any UK University.  A Just Giving page has been set up to receive the donations: https://www.justgiving.com/fundraising/regrowborneo.

441.9               that the Regrow Borneo project is supported by Dame Judy Dench who is the Projects’ Patron.

441.10             Resolved to promote the Regrow Borneo pilot scheme amongst Colleges and Departments.

Green Impact

Noted

441.11             that Green Impact 2019/20 was launched on 8October 2019.

441.12             that this year’s award will be based on teams working together within buildings to improve environmental sustainability.

441.13             that the KPI from Environmental Sustainability Strategy is that all schools and departments take part this academic year.

Resolved

441.14             to request that all Head of Schools and Directors of Professional Services to support their areas taking part in building Green Impact teams for academic session 2019/20.

441.15             to consider as part of the Environmental Sustainability Report whether it is possible to provide an update on collaborative work with other Universities/bodies and the outcomes of that work. (GW4 partners, EAUC UK, SDG Accord, DVC Network, NUS and Associations of Directors).

442 Student Support – Counselling, Health and Wellbeing Update

Received and considered ‘Disclosure of Violence and Abuse Response and Creating the Culture: Update Report’

Noted

442.1               the report responds to a request by the Committee for a more detailed report of the University’s approach to responding to violence and abusive behaviour which affects our students.

442.2               that the University’s approach to addressing violence affecting students has been identified as best practice across the sector. The University has also provided training and guidance to other Universities.

Resolved

442.3               to consider including in the report ‘success markers’ indicating whether the situation was successfully resolved e.g. was the student able to return to and continue their studies following the intervention.

442.4               to develop a reference ‘map’ of assistance that staff can access through Student Support Services.

443 Occupational Health and Staff Wellbeing Report

Received and considered paper 19/96, ‘Occupational Health and Wellbeing report’ and an oral report from Mr Mike Turner.

Staff Wellbeing Strategy 2020-2023

Noted

443.1               that the Staff Wellbeing Strategy supports the University’s People Strategy its focus will be five key pillars – Leadership, Individuals, Prevention, Early Intervention and Data monitoring.

443.2               the Strategy will go to UEB for approval in December and will be launched in 2020.

Resolved

443.3               to amend the ‘Thrive’ logo from ‘Inclusivity’ to ‘Inclusion’.

443.4               to strengthen the section of the strategy relating to greening and increasing biodiversity of the estate

443.5               to approve the Staff Wellbeing Strategy 2020-2023 with the amendments detailed in 443.3 to 443.4.

Mental Health Support and Supporting Others Guidance

1.  Guidance for Managers

443.6               Resolved to add to the guidance for managers a section regarding promoting a positive and supportive working environment.

Staff Mental Health Policy

Noted

443.7               that the Staff Mental Health Policy aims to promote positive mental health and to nurture a positive working environment.

443.8               that consideration will be given to links to existing policy which could be signposted but to be mindful of information overload.

Resolved

443.9               that the Committee receive a report on a ‘success story’ when staff with wellbeing/mental health issues are able to return to and/or remain in work.

443.10             that the policy recognises that individual may have underlying mental health issues as opposed to issues created by the work affecting mental health.

443.11             that the policy includes a section relating to staff supporting their managers.

443.12             to approve the Staff Mental Health Policy pending amendments detailed in 443.10 and 443.11.

Staff Drug and Alcohol Policy and supporting guidance

443.13             Noted that the policy will be discussed at the next UCU branch meeting and feedback with be given following the meeting.

444 Accidents and Incidents

Received and considered paper 19/98, ‘Accidents and Incidents’

Noted

444.1               the online accident reporting system will be piloted at the end of November.

444.2               ENGIN offered to take part in the pilot of the accident reporting system.

445 Monitoring Systems

Received and considered paper 19/98 ‘Monitoring Systems’

Noted

445.1               the audit topics for the forthcoming year.

445.2               that the audit timetable and audit dates will be communicated to all schools and departments in January 2020 for the two year audit cycle.

445.3               Resolved to approve the audit topics for the 2020/21 audit programme.

446 Trade Union Update

Received and considered a verbal update from the Trade Union Representatives.

Corporate Health Standard

446.1               Noted that UCU are keen to support the University’s Corporate Health Standard Gold Award application.

447 Student Union Update

Received and considered a verbal update from the Students Union representative.

Noted

447.1               the Students’ Union has declared a climate emergency and look forward to the University’s declaration.

447.2               that the Students’ Unions have been working with University on Biodiversity Action Plan and the Pharma Bees project.

447.3               the Students’ Union is working with their catering outlets regarding leftover food being donated.

447.4               the Students’ Union is taking part in E-cosio – a tree planting scheme

447.5               that the Students’ Union is looking at options for electronic lecture handouts instead of paper.

448 Security Report

Received and considered paper 18/384, ‘Security Report’.

448.1               Resolved to explore if there has been a data breach when laptops have been stolen and to ensure that there is a link between Security and Assurance Services to ascertain if there has been a data breach.

449 Update on College and Professional Services Meetings

449.1 AHSS College SHE Minutes

Received and noted an oral report regarding the AHSS College SHE Minutes.

449.2 BLS College SHE Minutes

Received and noted an oral report regarding the BLS College SHE Minutes.

449.3 PSE College SHE Minutes

Received and noted an oral report regarding the PSE College SHE Minutes.

449.4 Professional Services SHE Minutes

noted that a revised format for Professional Services SHE meetings is being explored.

450 Any Other Business

450.1               Noted that there has been an outbreak of mumps.  Public Health Wales have been informed.  Information and support has been provided to students and staff via the intranet and Blas.