Institute Management Group Meeting

Minute of meeting held on Thursday 6th July 2006 at 11am, Room E2.32

Present:Sharon Hannah (Chair), Rab Calder, Roy Dawkes, Lorraine Dobbs (minutes), Susan Fairbairn, Chris Haslett, Marian McIntyre, Ian Swanston, Allan Woods, Pat Young

Apologies:Andy Kordiak

Introduction

SH explained that the purpose of this committee was to discuss operational matters, discuss key issues and procedures, provide communication between Centres, report to and take instruction from Executive. CH explained that the Executive decided there was a need for this committee and that it was relevant that it was formed from the original moving group. Agenda items should be sent to SH.

Facilities issues

a)Irradiator Room - RC reported that blocking off of water in the fish room was successful. Balfour Beatty is hoping this will resolve the flood problem. CH asked RC to look into cost for tanking room. RC is concerned about length of time it will take to get SEPA certificate – possibly up to one year. RC has contacted Colin Farmery about certificate and will report back to committee.RC can start build at beginning of August (after official opening). SH will request written statement from Balfour Beatty to sign work off and investigate whether the equipment can be held temporarily at the WGH as they are licensed to hold irradiators. Action RC, SH.

b)Freezer Room Cooling – RC is not putting cooling in the room at this stage. Currently the 4 extract fans are running at full capacity. The air is short circuiting, therefore there isno airflow andthe room is heating up.CH asked that previous documentation/minutes should be re-addressed as this issue was raised at the planning stage. 2 middle extract fans to be turned around and internal louvers to be removed. Work will start next week over 2 days. Freezers will have to be moved for scaffolding purposes. CH requested an emergency plan be put in place. Freezers should be reorganised into Centre groups and possibly colour coded. A callout list will be given to local Security and AppletonTower and kept by phone in the room. Empty freezers should be easily identifiable to use in emergencies. Excess freezers should be switched off. PH is putting together a SoP which will be distributed. Action SH, PH, RC.

AW reported that MRC server room is also overheating. EUCS have agreed to move server to comms room on Level 4. The comms room will require another cooler and power supplies. PY to be advised on cost. AW to discuss with Steve Yewdall and EUCS. Action RC, AW

Heating issue in the Drum was also discussed. RC reported that it is possible to install a portable unit but the health and safety issue of food temperature if AC unit is placed above servery counter should be considered. CH suggested re-addressing previous minutes. RC to speak to John McEwan (Hully & Kirkwood). ActionRC.

c)Access control at front door–CH reported that the Executive have insisted that the building be completely secure and the access system on the front doors is activated in August. There will be an intercom system, for those who don’t have access passes, visitors will be buzzed in by reception and relevant staff member called to collect visitor. CH stated that visitors must be escorted from and to reception once the system goes live. SH, RD, RC will meet with Adam Conn to discuss and SH will write policies for building security in general, staff management of security and reception management. The policy will include advising building staff to challenge tailgaters or anyone who is wandering around building. Deliveries will not be accepted at reception desk. Edinburgh First has already been advised to deliver to the loading bay after 8am. AW suggested installing a phone at goods entrance with Drum extension number.

ID cards –Suggested that an end date and a disclaimer should be added to the application forms. SH reported that Jason from Security has been very helpful with regard to keeping the card database up to date. Action SH, RD, RC

d)Nitrogen leak – RC reported that E&B, Haden and MAT installed further kit and system was checked over weekend. John McEwan is confident that by the end of the week all services will be handed over with minimum defects. RC to speak to BOC re; auto fill and leaks. Action RC

e)Blinds –Robert Wheeler is dealing with this. They will be installed in 5-6 weeks to avoid official opening. Approx cost £3k. ActionRW

f)Down flow benching – RC reported that plumbing is to be checked. If we cut into pipe then system has to be cleaned. Completion by end of the month. Action RC

g)CO2 back up supply – RD forwarded query to Balfour Beatty. Replacement part will arrive next week.

h)CAT III – RC, SH and Joanne Marshall met with Gordon Bell. SH will meet with John McEwan and RC later this week. Action SH

i)External seating – AW has original architects plan which he will send to RC. Harry Boyle seat to be in place before anniversary. Action RC

Management of Access Control System – discussed above

Organisation of freezer room – discussed above

Level 1 Server Rooms – discussed above

Building supply issues

a)Getinge – Getinge are on site now servicing as part of warranty. Original tender to be checked for inclusion of 2 x training sessions. Action SH

b)MAT and safety cabinets–UV lamp requires replacement. BMJ are on site next week therefore will discuss cabinets then. Action SH

Procurement issues

a)Insurance claim – ongoing.

b)Plasma Screen – AK is dealing with this and the screen will be in place prior to the opening.

c)Grant Westfield – Order has been submitted. SH chasing up brackets. PH is short of cupboard shelves. Timings of infills to be advised. Action SH

Arts Committee

CH informed the management group that he will be convening a new Arts Committee during August. The committee will consist of representatives of each centre and the admin suites with an interest in art, an external lay person, representation from the Talbot Rice Gallery and Mr John Scally, Director of University Collections.

AOCB

  • Fires in the peat are caused by cigarette ends. Staff to be encouraged to smoke away from front entrance and use smoke shelter provided. RD will speak to Adam Conn before next meeting.
  • RD enquired who is reinstating surrounding fence which Balfour Beatty destroyed. BMJ to be asked in writing – Action RD
  • It was noticed that there is a lack of hostess trolleys for Edinburgh First staff to use for catering events. RD will email Ian McAulay and Rae Conn from Ed First to request extra trolleys. Action RD
  • Donor Board – Chloe Kippen has emailed options to CH who will chose design and this will be installed for official opening. Action CH

Date of next meeting

Thursday 17th August at 11am