Minute of Kirkcaldy & Levenmouth Lhcc Heads of Staff Involvement Exercise Service Held
MINUTES FROM THE KIRKCALDY & LEVENMOUTH CHP
HEALTH AND SAFETY GROUP
HELD ON TUESDAY 5TH AUGUST 2014
MEETING ROOM 1 CAMERON HOUSE
Present:
Nicky Connor, A/Associate Nurse Director, Kirkcaldy & Levenmouth CHP (Chair)
Heather Fernie, Business Manager
Judith Gemmell, Lead Nurse (for Claire Dobson)
Karen Gibb, Clinical Governance Lead
Barrie Higgins, Facilities Manager
Julia Johnston, OHSAS Representative
Graham Monteith, Manager, Mental Health Service
Lynne Parsons, Staff Side Representative
In Attendance:
Brian Anderson, Fire Advisor, NHS Fife
Maureen Sullivan, PA to Clinical Director
Action1. / APOLOGIES FOR ABSENCE
Nicky Connor welcomed everyone to the meeting. She introduced Karen Gibb who is joining the group as lead for Clinical Governance for K&L CHP and also D&WF CHP.
Apologies were received from:Heather Bett, Claire Dobson, Simon Fevre, Julie O’Neill and Mary Porter.
2.
2.1
2.1.1
2.2
2.2.1
2.2 / MINUTES/NOTES APPROVAL
Minutes from the Health & Safety Group Meeting 20th February 2014
The minutes could not be confirmed on 12/06/14 as the meeting was not quorate. It was agreed to contact all the members to see if they had any amendments. There were no amendments received so the minutes were confirmed.
Notes from the Health & Safety Group Meeting 12th June 2014
There were no amendments received so the notes were confirmed.
Outstanding Actions from Health & Safety Group Meeting 12th June 2014
Action 6 (17.04.14) – details still awaited – action ongoing.
Action 7 (i) (17.04.14) – areas still to be identified – action ongoing.
Action 7 (ii) (17.04.14) – action not required at present – action cleared.
Action 8 (17.04.14) – update provided – action cleared.
Action 9 (17.04.14) – listed on LPF agenda – action cleared.
Action 10 (17.04.14) – shared drive now set up – action cleared.
Action 11 (i) (12.06.14) – report to come to October meeting – action ongoing.
Action 11 (ii) (12.06.14) – all action completed – action cleared.
Action 12 (12.06.14) – item on agenda – action cleared.
Action 13 (12.06.14) – update on agenda – action cleared.
Action 14 (i) (12.06.14) – item on agenda – action cleared.
Action 14 (ii) (12.06.14) – on June CF agenda – action cleared.
Action 14 (iii) (12.06.14) – H@H position still to be clarified – action ongoing.
Action 15 (12.06.14) – item carried forward to October meeting – action ongoing.
Action 16 (12.06.14) – detailed report on agenda – action cleared.
3.
3.1 / MATTERS ARISING
Shared Drive
Maureen Sullivan confirmed that the Shared Drive had now been set up based on the details provided by members. Barrie Higgins requested that his PA also be added to the list and Lynne Parsons will also be given access as a second staff side member.
4. / HEALTH AND SAFETY
4.1
4.1.1 / HEALTH AND SAFETY WORK PLAN AS AT 31/03/14
Section 1
.
Item 1.8 – Health & Safety Audits – Karen Gibb will update this – Julie O’Neill to send her the list of dates.
Item 1.9 – see Item 4.3 for update. / JON
4.2
4.2.1 / CHP HEALTH & SAFETY PROCEDURE
Following discussion on 2 minor queries (annual H&S audits and RIDDOR reportable incidents) the K&L CHP health & Safety Group approved the CHP Health & Safety Procedure.
4.3
4.3.1 / UPDATE ON EMERGENCY TEST PROCEDURES
Brian Anderson attended to give an update. He tabled a list of unannounced tests that had taken place or were proposed.
He said that he was looking at testing in specific zones on several sites in order to minimise disruption to the whole site but he doesn’t think the existing system is sophisticated enough to cope with this but Jimmy Ramsay has found some funding and is looking at what improvements can be made.
Brian Anderson said that he is preparing a rolling programme of drills over the next 12 months which will cover all sites.
Lynne Parsons queried how things were going with identifying fire wardens and Brian Anderson confirmed he is reliant on the various services providing names and Heather Fernie thought this could be done via the Site Users Groups. Nicky Connor added that the risk would need to be assessed once the Site Users Groups had identified if there were sufficient fire wardens or not and a review date to check will be added to the Work Plan. Lynne Parsons volunteered to be the fire warden for Fair Isle Clinic. / JON
5.
5.1 / FIRE SAFETY ENFORCEMENT – OVERVIEW ON COMPLIANCE POSITION
Iain Kelly is currently on annual leave so this item is carried forward to the next meeting.
6.
6.1 / SKIN HEALTH
Judith Gemmell attended on behalf of Claire Dobson to provide an update. Vivienne Davidson compiled an SBARprogress report for the CHP in relation to the NHS Fife Skin Health Surveillance Programme and Nicky Connor asked how this will be shared across the CHP, JG to ask RD to action.
Julia Johnston advised that she had met recently with the 3 CHP Leads and they were currently looking at identifying the responsible person. It is intended to produce quarterly reports and there is also information available on the Intranet. There are OHSAS support workers allocated to each CHP but this only relates to staff identified as “exposed persons”.
Nicky Connor expressed her thanks to Vivienne Davidson for her report and added that there was a need to link more with the services. Karen Gibb will liaise with Vivienne Davidson to take this forward and a further report is to be brought to the October meeting.
Nicky Connor asked Karen Gibb to download the information on skin, on the Intranet and to arrange for it to be circulated.
Lynne Parsons expressed her concerns over the requirement to keep records for 40 years and the storage implications. Julia Johnston advised that an electronic system was being looked at where files would be scanned and stored in a shared drive. / KG
KG
7.
7.1 / CHP DRIVER ELIGIBILITY PROCEDURE (FOR APPROVAL)
The procedure had been circulated to the group for consideration.
Judith Gemmell raised the issue around the fact that some insurance certificates do not show the relevant details although they were covered by the policy and some companies charge to have this information added to the policy, local discussions are taking place with staff as required regarding this.
There were no comments received specific to the procedure and the K&L CHP Health & Safety Group approved the CHP Driver Eligibility Procedure.
8.
8.1 / SHARPSAFE AUDIT BY FRONTIER
This report covers the audit carried out on 15/04/14 and reported that 22 out of 23 areas were using sharps containers solely for sharps disposal.
Heather Fernie advised that some GP Practices were happy to take sharps for disposal but some would not accept them. Nicky Connor advised that this is being managed separately and Mary Porter is taking forward a piece of work related to the issue of sharps management across Fife.
9. / STAFF INCIDENT REPORT
This report covers the period 01/10/13 – 31/03/14 and provides a comprehensive breakdown of the incidents. Lynne Parsons queried what was being learned and what was being fed back – it was necessary to feed back in a timeous manner. Julia Johnston suggested that at core training that staff should be encouraged to ask for feedback and Nicky Connor wondered if the existing feedback process was sufficient or was a new mechanism needed.
Heather Fernie suggested that perhaps an article could go in the newsletter and Julia Johnston added that D&WF CHP publish an SEA Newsletter. Graham Monteith said that this has been raised at a MH meeting and he is still reviewing how best to take this forward – there is a need to get the ward based/clinical staff interested in the data.
Nicky Connor suggested that this report be shared with all staff in all services and feedback to be welcomed. She will also refer this report to the Executive Director of nursing and Lynne Parsons added that it should be included in the Staff Governance Action Plan.
This item will be brought back to the group in October for further discussion and to consider the feedback from sharing the information and agree the next steps to progress. / NC
HF
JON
10. / RESUSCITATION – POSITION AT WHYTEMAN’S BRAE
Karen Gibb will pick this up with Nicky Connor and Heather Bett to agree what actions needed. / KG/NC/HB
11.
11.1
11.1.1
11.1.2
11.2
11.2.1 / OHSAS UPDATE
Intelligence Report May – June 2014-08-01
Julia Johnston spoke to the report that had been circulated to the group. key topics covered:
- HSE consultation in relation to classification, labelling and packaging of chemicals which will align with EU regulations
- A new section on the website relating to occupational disease
- Sharps incidents
- Skin health management
- Stress management toolkit
- Health & safety training
The OHSAS Annual Report was submitted to the group for information and was duly noted.
12. / FOR INFORMATION
12.1
12.1.1 / SCART Report
Maureen Sullivan advised that she had been sent a copy of the SCART Report along with a message to advise that this report should be tabled at each meeting of CHP health & Safety meetings. The report however only lists sites and percentages and gives no other information.
Barrie Higgins advised that this report relates to mandatory and legislative requirements on compliance at the various sites. Nicky Connor requested that Alan Wilson come to the next meeting in order to explain the report in more detail. / MS
13.
13.1 / AOCB
There was no further business for discussion.
14. / DATE AND TIME OF NEXT MEETING – THURSDAY 16TH OCTOBER 2014 AT 2.00 PM IN MEETING ROOM 1, CAMERON HOUSE
DISTRIBUTION
Mrs Nicky Connor, Associate Nurse Director(Chair)
Dr Lynda Anderson, Clinical Director
MrsHeather Bett, Clinical Services Manager, Sexual Health Service/Rheumatology Service
Mrs Claire Dobson, ICASS Manager
Mrs Heather Fernie, Business Manager, Cameron House
Mr Simon Fevre, Staff Side Representative
Mrs Karen Gibb, Clinical Governance Lead
Mr. Barrie Higgins, Facilities Manager
Ms Julia Johnston, OHSAS Representative
Mr Graham Monteith, Manager, Mental Health Services
Ms Barbara Anne Nelson, Head of Human Resources
Mrs Julie O’Neill, Risk ManagerK&L CHP
Mrs Mary Porter, General Manager
Copied for information to:
Nicola Davie
Document: H&S Notes 05.08.14 / Version: DRAFT / Version date: 05.08.14Author: Maureen Sullivan / Page: 1of 6 / Review date: N/A