Joanne Taylor, Board Secretary. Su Long, Chief Officer & Chair of Health and Safety Committee
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1 NHS BOLTON CLINICAL COMMISSIONING GROUP Public Board Meeting AGENDA ITEM NO: 15 Date of Meeting: 25 th November 2016 TITLE OF REPORT: AUTHOR: PRESENTED BY: PURPOSE OF PAPER: (Linking to Strategic Objectives) Health and Safety Committee Minutes Joanne Taylor, Board Secretary Su Long, Chief Officer & Chair of Health and Safety Committee To update the Board on the discussions held at the meeting held on 20 th October LINKS TO CORPORATE OBJECTIVES (tick relevant boxes): RECOMMENDATION TO THE BOARD: (Please be clear if decision required, or for noting) Delivery of Year 1 Locality Plan. Joint collaborative working with Bolton FT and the Council. Supporting people in their home and community. Shared health care records across Bolton. Regulatory Requirement Standing Item The Board is asked to note the minutes. COMMITTEES/GROUPS PREVIOUSLY CONSULTED: REVIEW OF CONFLICTS OF INTEREST: Health and Safety Committee. Conflicts of interest are reviewed at every meeting. VIEW OF THE PATIENTS, CARERS OR THE PUBLIC, AND THE EXTENT OF THEIR INVOLVEMENT: OUTCOME OF EQUALITY IMPACT ASSESSMENT (EIA) AND ANY ASSOCIATED RISKS: Patient views are not specifically sought as part of this report. EIA and an assessment is not considered necessary for the report. 1
2 MINUTES HEALTH AND SAFETY COMMITTEE Date: 20 th October 2016 Time: Venue: 11.00am The Bevan Room, 2 nd Floor, St Peters House Present: Minutes by: Su Long (SL) Joanne Taylor (JT) Diane Sankey (DS) Michael Brown (MB) Natascha Edwards (NE) Louise Coulson (LC) Colin Warburton (CW) Alana Hall (AH) Louise Coulson Chief Officer (Chair of meeting) Board Secretary, 2 nd floor representative Governance, Risk & Complaints Manager, 2 nd floor representative Associate Director of Contracting, 1 st floor RMBS, Ground floor Quality & Safety Support Officer, 2 nd floor representative NHS Property Services representative Primary Care, Ground floor Quality & Safety Support Officer Minute Topic No. 1. Apologies for absence There were no apologies for absence. 2. Minutes from the last meeting held on 25 th April 2016 The minutes were approved as a correct record. The matters arising from the minutes were: Electronic clocking in and out system Due to the costs involved and the plans to move from SPH, it has been agreed that installation of an electronic system would not be taken any further. Security Standards for Commissioners Noted that a presentation had been received at a recent staff briefing from a PCSO to address any staff/personal security at work issues. The PCSO had confirmed that the CCG was good at reporting incidents happing in the town centre and that some of these had been linked to other incidents occurring which then allowed appropriate action to be taken. Staff had been reassured that additional lighting/cameras have been installed and that staff be encouraged to continue to incident report to support further changes required to lighting in the town centre streets. It was noted that CCTV in the town was operational up to 8pm in the evenings. Re-advertise the details to staff on who to call in the event of an incident occurring (JT). Request information and costings from the PCSO on the most effective panic alarms to consider purchasing for staff (LC). Safety Guidance for Shredders Signs/guidance now produced and displayed at each shredder.
3 Accident and Incident Reporting Policy and Procedure Noted that the policy has now been published and is on the CCG website. Sanitary Bins All lavatory cubicles now have sanitary bins which have been changed for smaller bins following a request made through the Staff Forum. Risk assessment Previously raised the issue regarding the frayed carpets tiles in the building and a request was made to replace carpets. Due to the possible plans to move from SPH, it has been agreed that no further costs would be incurred so this will not be taken any further. 3. Health & Safety Update on actions since the last meeting including: Workplace Risk Assessment Reviews The reports for August and September by floor were discussed. It was reported that these will be presented to the Executive in October as per the reporting procedure agreed. The main health and safety issues were highlighted in red. It was noted that the majority of the issues highlighted have now been resolved. An has also been sent to staff regarding the wedging open of fire doors and that fire wardens should be contacted prior to any doors being wedged open to assess the situation. Overall health and safety update including the workplace risk assessments to be presented to the Executive (JT/DS). OD Compliance Training Reported that Bolton is above the GM average on all compliance training modules apart from IG and fire training as at the end of September Further reminder to be sent to managers to ensure staff have completed all compliance training. Reminder to managers also about the need for temporary staff to complete the training and report internally to Joanne Taylor when completed (JT). HR Latest sickness figures/induction Audit Figures as at the end of September were showing a decrease in both monthly and annual sickness absence. Monthly figures were showing a decrease to 2.77% from 4.06% and a decrease annually to 3.93% from 4.12% for the same time last year. The main cause of sickness continued to be stress related absences. HR would be undertaking a series of key skills for managers training via short drop in sessions once the review of the HR policies has been finalised. Induction Audit Su Long has now commenced her Chief Officer Induction meetings with new starters and they are working well. HR would update the CCG on any gaps with inductions through the regular monthly reporting mechanism. Safety Exercises Fire Evacuation Tests Reported that a fire evacuation test has been arranged. It was also reported that the debrief with fire wardens was overdue and would be carried out before the next fire evacuation test. Fire Safety Policy to be reviewed and presented to the next meeting. Debrief with Fire Wardens to be undertaken before the evacuation test is carried out (JT). Page 2 of 4
4 AED Checklist A weekly checklist of the AED/Defibrillator is now in place and working well. 10 members of staff were now on the checklist rota. A CAS/MDA alert had recently been received but did not affect the CCG s AED machine as this related to battery operated AEDs. It was reported that the First Aid policy has now been published on the CCG web. DS raised the recent incidents relating to sharing of AED equipment by GPs and nursing homes. To update the First Aid Policy to include the AED checklist (DS). A check to be made with NWAS to see if they publicise the locations of AEDs in the area (LC). To also check with GPs and Nursing Homes to compile a list of AEDs available in the borough to share more widely (DS/LC). To staff to assess interest in arranging additional First Aid/Defibrillator training and any interest in staff becoming First Aiders for the building (JT). Flu Vaccinations for Staff Reported that contact has been made with Occupational Health again this year and confirmation that they will undertake flu vaccinations for staff. Awaiting a date in November for these to be undertaken. Once a date is known this will be advertised to staff. communication to be sent to staff to give advance notice that flu jabs will be available (JT). 4. Incident and Accident Reporting: A list of staff incidents and accidents for quarter 1 and 2 were presented. The incidents relating to verbal and aggressive abuse towards staff were discussed. To raise at the next Staff Forum to request that any staff requiring to store medication on site to discuss their requirements with the First Aiders if they wish to do so. First Aiders to keep a list of any known requirements (JT/DS). 5. Security Standards for Commissioners Self-Assessment submission due by end November 2016 It was reported that the Draft Security Policy has not yet been finalised due to further work required on the development of the security standards for commissioners. The CCG is awaiting further new guidance to be issued. The plan is to discuss the requirements internally including the requirement of a LSMS. The draft Security Policy will be finalised for discussion at the next meeting (DS/LC). The self-assessment report will be completed by the end of November, to include confirmation that Su Long is the CCG Executive Security Lead (DS/LC). 6. Update from NHSPS on: Condition of building including repairs/maintenance/testing A report detailing the outstanding estates jobs for the building were discussed. Mitie is the company now undertaking the estates jobs and OCS has taken over the cleaning contract. The main points highlighted for immediate action were: Lift emergency alarm bell Not connecting to the call handler due to telecom issues. There is a system in place through reception in hours. The issue of out of hours was raised. Page 3 of 4
5 Porters to add signs to the lifts after 5pm to request staff do not use lifts out of hours (JT). PAT testing requirements for mobile devices overdue Quotes to be obtained (Bolton FT and Mitie) as this was not within NHSPS contract (JT/CW). Fire extinguisher annual check overdue To be prioritised (JT/CW). Opening of main gates automatically when fire alarm activated To be checked as part of the fire evacuation test (JT). Fire alarm communication with the call centre Currently have to manually call the fire brigade reported that reception is aware of the interim arrangements. SPH car park lights Order placed for these to be replaced. CW to chase up. Hydraclean issue regarding the stored temperature at cylinder is 42 degrees and should be 60 degrees risks due to legionella raised. This to be made a priority job (CW). Installation of further panic alarm in primary care office to enhance current security Quote to be obtained (CW). All other outstanding jobs to be chased as these have been on the job list for a number of months (CW). 7. Any other business There was no further business discussed. 8. Date of Next Meeting Agreed as 24 th April 2017 at 3pm in the Bevan Room, 2 nd Floor, St Peters House. Page 4 of 4
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