Thursday 9th Sept 2004 at 13:30: Assessment Centre Meeting Room, Lothingland

Present: Ian Talbot (Chair), Glyn Reynolds, Cliff Dawson, Julie Cracknell, Margarita England and Annette Petty (Minutes)

Apologies: Judith Wilson, Paul Taylor, Wendy Arbon, Noel Maher, Ray Hill Andy Willcox and Philip Bloyce

Ian welcomed Margarita to the meeting as an observer as she has been considering becoming a H&S Representative. Ian commented on what it takes to become an active and useful representative with Suffolk HealthCare branch. He also stated that stage one H&S training must be completed through UNISON or the TUC course to even start becoming a H&S representative. On another note, under current legislation, the use of “Roving Safety Representatives” permits inspections from accredited trades unions to be carried out between employers where branch membership is present” i.e. a branch rep may work for one employer but carry out inspections for another. As is typical with Suffolk HealthCare, the representative is given an area suitable for them and these areas should be inspected on a three monthly rolling basis but unfortunately in reality this doesn’t always happen. UNISON’s National Inspection Day and European H&S Week will take place week commencing 18 October and it was agreed one extra workplace inspection during this week will be completed.

1. Minutes of the previous meeting
The minutes of the previous meeting held on 12th July 2004 were agreed as a true and accurate record.

2. Matters Arising

Page 1 2.e
New Notification of H&S Inspection letters to representatives will be sent out in due course by Ian.
Action - Ian Talbot

Page 1 3.a
Julie Cracknell will be contacting Ray Hill regarding the follow-up inspection date/time at the Bartlet Annexe and his letter to Estates & Facilities.
Action - Julie Cracknell

Page 2 3.b
The “Key” fire points have been removed on the unit and replaced with the standard plastic covered points. The Fire Officer is aware - Estates Department were not happy with the “Key” fire points and the situation is still unresolved and “ongoing” with the patient. Glyn does not work on this unit now and relies on outside information.

Page 2 3.c
Glyn has read the Draft SMHP Trust H&S Policy and reported there is very little information on First Aiders. Annette will be contacting Val Dutton regarding approval of the policy and obtain dates for the H&S Committee’s.
Action - Annette Petty

Page 2 3.a
Ian has finally received the requested risk assessment report carried out by the Coastal PCT at the Wickham Market Surgery. The report reads in favour of our member which is good news. However, the Surgery is not too forthcoming or responsive and therefore the situation is unfortunately ongoing.

Page 2 3.b
Annette will be contacting Val Dutton for dates of the manual handling training sessions for non-clinical staff which are due to take place at Suffolk House, SCH and at G Block in Bury St Edmunds later this month as Health employers are fully aware that all staff must be fully trained and there are certain penalties applied if found the training is not completed.
Glyn reported that the training which used to be held on site for the 150 staff working there is concerned the current training may not be as comprehensive in Learning Disabilities as it should be, being too simplistic away from the normal environment. Three years ago under LHP NHS Trust, the trainers were encouraged to train staff on site including night staff with whom also had the option of being trained during their shift. It was generally felt that this approach could actually save the present Trust money if they arranged to train the staff at Lothingland locally instead of wasting three hours travel time ferrying staff over to Ipswich.
Action - Annette Petty

Page 2 3.d
Ian read out an E-mail sent to Andy Willcox from Sharon Warner, Facilities Officer informing him that following the risk assessment carried out on the cleaning store in Coburn House concerning a universal lock has now been fitted to the door and the key provided to the Hotel Services.

Page 2 3.e
Annette will contact Wendy Arbon regarding the fans for the kitchens at Hartismere and report back for the November meeting.
Action - Annette Petty

Page 3 4.a
The Branch will not be sending a delegate to the H&S Seminar at Cambridge on 1st and 2nd October.

Page 3 4.b
There has been no reply to date received from Anita Richardson at Stourmead Close in respect of her nomination form for H&S Rep.

Page 3 4.c
Annette will contact Val Dutton in respect of the panic alarms for hotel service staff at St Clements Hospital in Ipswich.

3. Workplace inspections by area
a) Glyn Reynolds - Airey Close, Lothingland
Copperfield House inspections are now complete and the forms have been sent to the UNISON Office. Inspections have been completed at Unit 7 Airey Close and are awaiting replies. Glyn has informed No 5 Airey Close that an inspection will be carried out on 14 September. Glyn to send in a report concerning combining two of the residential units which is causing staff “friction” as one is a specialist unit.
b) Cliff Dawson - Training Bungalow, Walker Close
Inspections have been carried out at Balfour House, Princethorpe Road, Foxhall Cottages, and the Eccles Road site. Pembroke Close will be carried out in due course. Cliff reported no major problems and inspections are ongoing with quarterly inspections starting in October.
c) Julie Cracknell - Felixstowe Hospitals
No inspections have been carried out recently because one unit is temporarily closed whilst decorating is being carried out. The unit is due to re-open on 1 October but decorators didn’t start work until 6 September.

4. General Discussion
Glyn reported that Val Dutton carried out a risk assessment at No 6 Airey Close, A&T in June. No report has been received to date. Annette will write to Val.
Action - Annette Petty
Annette to contact the Estates Department and obtain a list of staff where the H&S inspection reports should be sent for their perusal.
Action - Annette Petty
In general there are no major concerns and inspections are ongoing.

5. AOB
a) Glyn recently attended a union inspection notices training course in Norwich which was facilitated by the TUC. Annette has sent the TUC course programme for 2004 to all H&S Reps and some of the course material will be adapted for the Training Day on 11 October. Glyn will also be attending the H&S Law update Course in Norwich this December. Annette will forward details to representatives for information.
Action - Annette Petty
b) H&S Inspection Training Day - 11 October
Ian is facilitating this training day which takes place on Monday 11 October Starting at 10am to 4pm approx at the Assessment Centre Meeting Room, Lothingland (Glyn to check if the empty unit can be used instead). 10 H&S reps have confirmed attendance so far: Glyn, Theresa, Judith, Paul, Ray, Barbara, Andy, Cliff, Margarita and Julie. Annette will confirm by letter to reps and send a reminder to those who have not replied to date. Information packs will also be given out on the day.
NB> Refreshments and biscuits will be provided all day but as there are no canteen facilities at Lothingland, it will be advisable to bring a packed lunch.
Action - Annette Petty
c) New H&S Reps
Annette to contact Julie Harrison, Steward, in Patient Services to check on any response to the posters advertising for new H&S reps.
Action - Annette Petty
d) Information Technology Training
Ian reported that the monthly training is proving a success with more reps attending. The next training day takes place on 6 October at the UNISON Regional Training Suite, Lower Baxter Street, Bury St Edmunds from 10am to 4.30pm approx. Anyone interested in attending should contact Ian Talbot on 07974 729545
e) H&S Meeting Dates for 2005
January 13, March 10, May 19, July 14, September 8 and November 17th. The Assessment Centre meeting room will be booked in due course. All meetings are due to start at 1pm and Annette to E-mail the dates to Philip Bloyce.
Action - Annette Petty
f) Regional Health Committee - Special Meeting - 1 September
Ray Hill attended and will report back at the November meeting.
g) Health Conference - 7 October - London - Agenda for Change
Ray Hill will attend as delegate for our Branch and report back at November meeting.
h) UNISON’s National Inspection Day/European H&S Week
This will take place the week commencing 18 October (changed from 11 October in UNISON diaries). Annette has emailed the information sent from UNISON’s H&S department and will order the posters which will be available in due course.
Action - Annette Petty
i) Communicator Website
Ian reported that the Branch website is regularly updated with information for all members and special representative areas to access which supply standard letters/forms etc to download.
j) Health & Safety Organiser
This information publication is sent to UNISON’s H&S reps and officers every two months to help campaign and organise around safety issues in the workplace. Annette will E-mail the publication to H&S reps who don’t receive this info and also encourage those not on the mailing list to E-mail contact details to: healthandsafety@unison.co.uk Those not on E-mail can contact the Health & Safety Unit, UNISON, 1 Mabledon Place, London WC1H 9AJ website: http://www.unison.co.uk 
Action - Annette Petty
k) Winning in the Organised Workplace Course (WOW)
This course facilitated by Cheryl Godber, Regional Organiser, will be taking place on 27 and 28 September at UNISON Regional Office, Lower Baxter Street, Bury St Edmunds starting at 9.30am and finishing at 5pm. Course details were E-mailed and posted out to all reps mid August. Confirmation of attendance so far from: Judith Wilson, Arthur White, Steve Cook, Ken Abbott, Margarita England and Julie Cracknell. A reminder will be sent to those who have not replied to date.
Action - Annette Petty
l) Diaries 2005
Ian will be contacting the Branch Treasurer to obtain a prediction on branch funding before any decisions on ordering diaries and quantities for next year will be made.
Action - Ian Talbot
m) Margarita England
Having decided during the meeting to become a H&S representative, Margarita was appointed. Annette to send brochure for Stage 1 training.
Action - Annette Petty

6.  Date/Time of next meeting
The final meeting for this year will take place on Tuesday 9 November, 1pm, Assessment Centre Meeting Room, Lothingland.
Any agenda items please forward to Annette one week before the meeting.

There being no further business the meeting closed at 4:30pm

IT/ADP