Minutes – Work Health and Safety Committee Meeting
Tuesday, 25 November 2014 10:00am
Parliament House, Room 1R4
Present
Adam Ch’ng / Liberal Party of AustraliaRoss Macdonald / Liberal Party of Australia
Elissa Maloney / Liberal Party of Australia
Colyn Ranken / Liberal Party of Australia
Doug Stewart / Australian Labor Party
Cathy Heidrich / The Nationals
Neneh Darwin / Australian Greens
Brendan Gullifer / Independent Senators and Members
Julie Allais / Office of the Special Minister of State
Megan Edgar / Ministerial and Parliamentary Services (M&PS)
Marg Emerton / M&PS
Anna Hough / M&PS
Ellen Laenen / M&PS
Mary Vetere / Konekt
Apologies
Rosemary Little / Liberal Party of AustraliaSimon Kelly / The Nationals
John Ronan / Australian Labor Party
James Peikert / Australian Labor Party
Absent
Kim Travers / Community and Public Sector UnionJoanne Knight / Australian Services Union
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Meeting opened: 10:15 am
Meeting chair: Cathy Heidrich
Meeting closed: 11:45 am
1. Welcome and apologies
Ms Heidrich was nominated to chair the meeting and noted apologies.
The Committee requested that the Department prepare a list of frequently used WHS acronyms and definitions.
ACTION:
· The Department will prepare a list of frequently used WHS acronyms and definitions.
2. Actions arising from the previous meeting
WHS Implications of MOP(S) Act employees undertaking regular long trips
The Committee briefly discussed a matter raised by Mr Macdonald on behalf of a former MOP(S) Act employee regarding the WHS implications for MOP(S) Act employees undertaking regular long travel. It was noted that Excess (Canberra) Travel Leave entitlements are available to compensate employees of certain Senators and Members, including those based in Western Australia and the Northern Territory.
Mr Macdonald agreed to circulate documents relating to the matter to the committee ahead of the next meeting, so that the issue could be discussed in more detail at the next meeting.
ACTION:
· Mr Macdonald will distribute information regarding the WHS implications for MOP(S)Act employees of long distance travel. To be discussed at the next Committee meeting.
Staff representative for Independent Senators and Members
Ms Hough advised that Brendan Gullifer from Senator John Madigan’s office is the Health and Safety Representative (HSR) for staff of Independent Senators and Members.
Harassment Contact Officer (HCO) nominations and training
Ms Hough thanked HSRs who have advised the Department that they would like to undertake training as an HCO. She also noted that there is still time for other HSRs to nominate for the role.
Ms Hough advised that the Department has identified possible training dates. The Department will email those HSRs who have expressed interest in undertaking HCO training, to finalise training dates in February and/or March 2015.
ACTION:
· The Department will contact HSRs who have expressed interest in training as HCOs, to finalise training dates.
First Aid Officer data
At the previous Committee meeting a Committee member requested:
o historical data on First Aid Officers (FAOs) at Parliament House; and
o historical and current data on FAOs in Commonwealth Parliament Offices (CPOs).
Ms Hough advised that since the first aid officer programme for MOP(S) Act employees was established, the Department has only maintained records of first aid officers for the purposes of arranging payment of corporate responsibility allowance (CRA). The Department does not hold detailed historical data on employees who have occupied FAO positions.
Ms Hough provided an overview, based on general data available, of the number of FAOs at Parliament House since the first aid officer programme was established. She also provided information about the number of Senators and Members’ offices and FAOs located within each Commonwealth Parliament Office (CPO). Ms Hough advised that the current number of FAOs in CPOs is at its highest level since the FAO programme was established.
The Committee discussed potential issues that may arise from having few, or no, FAOs in CPOs.
To determine whether the current arrangements in CPOs are adequate, the Committee requested that the Department investigate whether there had been any instances within the last 24 months of a MOP(S) Act employee located in a CPO who required first aid, but was not able to access a trained FAO. The Committee also asked the Department to investigate whether this had occurred in electorate offices.
ACTION:
· The Department will advise the Committee at the next meeting of any instances within the last 24 months of a MOP(S) Act employee located in a CPO or an electorate office who required first aid, but was not able to access a trained FAO.
EpiPens
The Committee thanked the Department for the paper on including adrenaline auto-injectors in workplace first aid kits in Senators and Members’ offices, which was requested by the Committee.
The Committee agreed to the following actions proposed in the discussion paper, to assist FAOs to assess and mitigate risks in their offices.
ACTIONS:
· The Department will add the following words to the First Aid and Emergency Management policy, and similar wording to the Induction Checklist for new MOP(S) Act employees:
o MOP(S) Act employees should consider:
§ providing their first aid officer with information about any first aid needs that may require specific treatment in the event of a medical emergency, such as severe allergies.
· The Department will advise first aid officers to familiarise themselves with nearby sources of emergency medical assistance (in addition to ambulance services) which may be able to provide access to adrenaline auto-injectors in emergencies, such as doctor’s offices, pharmacies and schools.
First Aid and Emergency Management Policy
The Department advised that the policy is still undergoing internal clearance processes, and will now be further revised to include the wording above on the use of adrenaline auto-injectors in workplace first aid kits, as agreed by the Committee.
Provision of ergonomic equipment in the Senate Wing of Parliament House
The Committee requested an update on discussions with the Department of the Senate regarding the provision of ergonomic equipment to MOP(S) Act employees located in the Senate Wing of Parliament House. Ms Emerton advised that discussions were still in progress.
The Committee requested that the Department provide a statement on the issue and also contact the Department of the Senate requesting a written statement.
ACTIONS:
· At the next Committee meeting, the Department will provide the Committee with a statement regarding its position on the provision of ergonomic equipment to MOP(S) Act employees located in the Senate Wing of Parliament House.
· The Department will advise the Department of the Senate of the Committee’s request for a written statement regarding the provision of ergonomic equipment to MOP(S) Act employees located in the Senate Wing of Parliament House.
Human resources support for Independents
Mr Gullifer raised concerns about the level of HR support and induction services available to independent Senators and Members and their MOP(S) Act employees.
Issues raised included the perceived lack of induction services, job description templates, the availability and level of access to mediation and support services for dealing with HR matters and workplace conflict issues, the content of Finance run training courses, and the role of Entitlements Managers.
The Committee discussed specific issues encountered in offices, and possible courses of action to improve the situation. It was generally agreed that an induction package would be helpful that included a specific WHS component.
Ms Emerton advised that she would raise the issues discussed at the meeting within Ministerial and Parliamentary Services, and suggested that Mr Gullifer could assist by clarifying his WHS concerns in a written statement. Mr Gullifer agreed to prepare a paper outlining the broad issues and circulate it to WHS Committee members for discussion at the next meeting.
ACTION:
· The Independents’ staff representative will prepare a paper outlining WHS concerns regarding the current HR support systems and services available to MOP(S) Act employees, and in particular, those of independent staff.
3. Emergency Officer training
In response to a query from an HSR, the Committee discussed the rationale for the requirement for Emergency Officer training to be undertaken every six months. MsHough advised that the requirement was based on the relevant Australian Standard (Planning for Emergencies in Facilities: Australian Standard AS 3745-2010), which recommends that training occur on a six-monthly basis. The Department advised that although adherence to the Australian Standard is not mandatory, complying with it would assist Senators and Member to demonstrate that they are fulfilling their duties under work health and safety legislation.
A committee member advised that their office, in a multi-tenanted building, undergoes additional emergency training arranged through their building manager. The Committee suggested that the Department explore including emergency management arrangements in lease conditions. The Department advised that it would clarify current emergency management arrangements within offices located in multi-tenanted buildings.
A committee member advised that no evacuation exercise had been conducted in their office for some time. Ms Emerton advised that any concerns regarding the lack of emergency training in tenancies should initially be directed to State Managers for action.
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ACTIONS:
· The Department will clarify current arrangements for emergency management in multi-tenanted buildings and report back to the next WHS meeting.
· The Department will investigate concerns about emergency management in specific offices raised in the meeting.
4. WHS Report
The Committee discussed the report, and agreed to monitor types of incidents that have recently increased in frequency, particularly in relation to the number of incidents reported relating to bullying and harassment.
The Committee requested that the Department advise them, where possible, when cases relating to bullying and harassment are resolved.
ACTION:
· The Department will advise the Committee, where possible, when cases relating to bullying and harassment are resolved.
5. Other Business
No other business was raised at the meeting.
6. Next meeting
The Committee agreed that next meeting will be held at Parliament House at 10:00am on Friday 13 February 2015, subject to confirmation from the Committee out of session.
PROGRESS OF ACTION ITEMS
Action Item / Status /The Department will prepare a list of frequently used WHS acronyms and definitions.
Mr Macdonald will distribute information regarding the WHS implications for MOP(S)Act employees of long distance travel. To be discussed at the next Committee meeting.
The Department will contact HSRs who have expressed interest in training as HCOs, to finalise training dates.
The Department will, where possible, advise the Committee at the next meeting of any instances within the last 24 months of a MOP(S) Act employee located in a CPO or an electorate office who required first aid, but was not able to access a trained FAO.
The Department will add the following words to the First Aid and Emergency Management policy, and similar wording to the Induction Checklist for new MOP(S) Act employees:
o MOP(S) Act employees should consider:
§ providing their first aid officer with information about any first aid needs that may require specific treatment in the event of a medical emergency, such as severe allergies.
The Department will advise first aid officers to familiarise themselves with nearby sources of emergency medical assistance (in addition to ambulance services) which may be able to provide access to adrenaline auto-injectors in emergencies, such as doctor’s offices, pharmacies and schools.
At the next Committee meeting, the Department will provide the Committee with a statement regarding its position on the provision of ergonomic equipment to MOP(S) Act employees located in the Senate Wing of Parliament House.
The Department will advise the Department of the Senate of the Committee’s request for a written statement regarding the provision of ergonomic equipment to MOP(S) Act employees located in the Senate Wing of Parliament House.
The Independents’ staff representative will prepare a paper outlining their WHS concerns regarding the current HR support systems and services available to MOP(S) Act employees, and in particular, those of independent staff.
Separately, Ms Emerton will raise the issues raised with the Department.
The Department will clarify current arrangements for emergency management in multi-tenanted buildings and report back to the next WHS meeting.
The Department will investigate concerns about emergency management in specific offices raised in the meeting.
The Department will advise the Committee, where possible, when cases relating to bullying and harassment are resolved.
Members of Parliament (Staff) Act 1984 Employees| Health & Safety Committee
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ACTION ITEMS FROM PREVIOUS COMMITTEE
Action Item / Status /The Committee will consider the Department’s proposals, as well as any alternative transitional arrangements following an election, and provide input to the Department. / In progress
The Committee will provide feedback to the Department on the priority of policies to be provided for consultation or developed. / Ongoing
The Committee to advise the Department of any changes they would like to the WHS Quarterly Reports. / Ongoing
M&PS to update Bullying and Harassment policy to include references to HCOs. / To be included once trained HCOs are in place.
HSRs to advise M&PS of any proposals in relation to better managing the role of HCOs for the representative of staff for minority parties and Independent Senators and Members. / Ongoing
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