THURSDAY 15th JANUARY 2004 AT 14:30 IN THE ASSESSMENT CENTRE MEETING ROOM, LOTHINGLAND

Present: Ray Hill, Ian Talbot, Cliff Dawson, Theresa Stone, Glyn Reynolds, Andy Willcox, Val Dutton and Annette Petty (Minutes)

Apologies: Philip Bloyce, Paul Taylor. Megan Mathews, Judith Wilson and Julie Cracknell

Ian welcomed Val Dutton the new Risk Manager for LHP to the meeting. Val explained that her aim is to “get out and meet people” throughout the Trust in the next 6 months or so and work with people. The middle management level needs to be tackled i.e. Line Managers/Middle Managers have been targeted with the Trust Board supporting it. Val said, "the job will be a challenge as well as a big learning curve".

1.       Minutes of the previous meeting

The minutes of the previous meeting held on 20th November 2003 were agreed as a true and accurate record.

2.      Matters Arising

a)   Page 1 2a                                                                                                                                                                                        Philip has forwarded a copy of the Code of Conduct for Managers - Annette has further copies if anyone needs one.

b)      Page 1 2b                                                                                                                                                                                    Annette has received Andrea Boakes’ nomination form (to be ratified at the February Branch Meeting) and application form to join Unison which has been processed by Region.

c)       Page 1 2c                                                                                                                                                                     Theresa/Ray/Glyn have compared Lone Working Policies from their constituencies (Coastal/Waveney) any points to be incorporated into the LHP policy – the next revision date to be January 2005 - Ray to ask for next revision date to be reviewed in 12 months time.

d)      Page 1 2d                                                                                                                                                                                           Ray sent a letter to Richard Lacey on 12 December in respect of the CCTV camera problem at the Bartlet and that he would be contacting the H&S Executive at Chelmsford. Ray spoke to Richard Lacey having carried out the Bartlet inspection and the matter was resolved within two days of Richard receiving his letter.

e)       Page 1 2g                                                                                                                                                                                     Wendy is having ongoing meetings with Julie Todd at Hartismere and keeping Ian informed.

f)        Page 1 2f                                                                                                                                                                                            The noise levels being monitored on the unit at Lothingland have dropped and the situation is under control. The patient is less noisy and the clinical issues have been dealt with.

g)       Page 1 2g                                                                                                                                                                                          Cliff has contacted supplies and catalogues are being sent to him.

h)   Page 1 2hj                                                                                                                                                                                         First Aid Policy - No reply received from Ron Baker regarding re-starting joint meetings with H&S Reps regarding payment of the First Aid Policy. Are there county wide policies/forums? Is it going to the other PCT’s - as they have their own risk manager e.g. Andy Peck, Risk Management Co-ordinator for Waveney & Gt Yarmouth PCT’s. There is no central register held by St John Ambulance - at Beccles the MIU units will be First Aiders. The qualified First Aider list is not up to date (31.10.99). Val agreed to investigate and report back at March meeting and asked if workplace inspectors/managers are invited to these meetings and aware of the situation. Ian to chase up. 

i)         Page 2 2l                                                                                                                                                                                           Glyn has received a letter from Sara Atkinson, Service Manager in Occupational Health at Heath Rd Hospital, acknowledging receipt of the staff lists which has been forwarded to the relevant Practice Manager from Suffolk Support Services.

j)        Page 1 2j                                                                                                                                                                                   Standard Letters to be sent with H&S Inspection Reports - The meeting passed around 2 draft letters and agreed they were satisfactory to be sent with the inspection reports/chase outstanding reports. Annette to forward to reps to start using immediately.

k)      Page 1 2k                                                                                                                                                                                Emergency Lighting Maintenance Works - Glyn wrote to the Chief Executive on 5 January requiring the works were carried out within 10 days - failing this the Chief Executive would be informed. He received a letter from Richard Lacey dated 8 January to say that orders have been placed and the works to be carried out imminently.

2.   Workplace inspections by area

a)   Foxhall Cottages, Training Bungalow - Security                                                                                                                              There are still unresolved parking issues and cars have been broken into on site. There is no funding to put procedures in place. Cliff to carry out a safety report of the problems and meet with Paula Clarke to discuss prevention measures/what to do to get funding. Cliff inspected the Group Homes at Walker Close in November last year - mattresses needed replacing which were replaced before Christmas.

b)   Lothingland                                                                                                                                                                                 Ongoing inspections. Glyn has inspected the Anglia Training Centre but is unsure if LHP are losing it under the new Social Services Care which comes into force on 1 April. Glyn not sure who owns the property - carry on with inspection list and find out from Region which branch it is covered by. There are 150 members transferring from Social Services to Social Care and 6 stewards.           Kitchen Policy - Glyn was concerned having had a recent inspection carried out by James Paget - is there a catering policy in place in respect of new night staff/managing themselves and guidelines for their general “wellbeing” (eg. Preparation of food and their general health needs working nights). Theresa and Ray to forward information to Glyn - also check on the internet. Annette to check the Working Time Directive for night workers. 

c)   Bartlet Felixstowe                                                                                                                                                                               Ray and Julie have inspected the Bartlet (pax replaced/4 gang sockets fixed on back plates under desks/no surge plugs showing) CCTV ok - inspection reports sent to Risk Management/copies to office. Annexe to be inspected and Felixstowe General - he is arranging mutually convenient dates with Julie Cracknell (1^st inspection for General - last one carried out July 02). Ray to attend the next H&S Trust Meeting on 10 February in addition to his monthly H&S meetings at the Bartlet.

d)   Livingstone Ashford Unit - Beccles                                                                                                                                                       No problems reported by Theresa.

e)   Hartismere - Eye                                                                                                                                                                           Wendy has received an email from Frances Gibson via Mark Kittle quoting for the following works to be carried out at Hartismere. There is a problem outside the sluice door - the area is very slippery and has to be cleaned first. The sink unit is to be moved on Browning Ward and there is a crack in the floor on the ward. 

f)    Sutton Ward - SCH                                                                                                                                                                           Andy to chase Bob Bolas and Sarah Ray in respect of the letter he sent 2 months ago regarding medication given by nurses at their own discretion/signatories under the H&S at Work Act 1979 - will report back at March meeting. £18k is being spent upgrading Sutton Ward (to include new beds/treatment couch/other manual handling issues) - Richard Cable is organising the works but is currently off sick. Annette to send letters to Bob Bolas on behalf of Andy regarding domestic supervisors storage cupboards in Coburn House (located inside ladies toilet/no other storage cupboard/not lockable) and on the first floor, main block of the hospital above reception, the passageway where the secretaries are based - the storage wardrobe has no lock and contains cleaning fluids etc. Andy to report back at next meeting and contact Smartline.

g)   Sudbury CMHT                                                                                                                                                                                Judith has carried out her 1^st inspection at Sudbury and forwarded Ian the report. She has also spoken to Ian Stachbury at West Suffolk (Service provider for Estates) who is looking to hand the service/maintenance contract back to LHP - David Green at LHP is aware. 

3.   AOB

a)   Healthcare Service Group Conference - Glasgow                                                                                                                               Ray and Heather Hill to attend as delegates from the Branch 26-29 April.

b)   Monthly Reports                                                                                                                                                                                  Ian has emailed out the monthly report to all stewards/reps for completion and return by the beginning of February. The reports started this month - Annette has sent out hard copies to those not on email.

c)   Setting up a Suffolk Wide H&S/Risk Management Forum                                                                                                                    The different PCT’s have common links between each Risk Manager and H&S e.g. First Aid training etc must be carried uniformly and County wide and there should be a universal policy and there should be Risk Managers from different PCT’s - this is a common interest for all. Ian to pursue the matter with Philip - watch this space for further developments. It was suggested there should be a “common agreement signed” for everyone to use and each PCT should pay into a fund to help pay for the reps/stewards. Andy Peck the new Risk Management Co-ordinator is leading at Waveney PCT and this will be a link to other PCT’s within the County.

d)   Risk-Wise CD Rom                                                                                                                                                                       Annette has received 5 copies which Ian ordered and has forwarded to Andy, Wendy, Glyn, Ray, and Judith. Annette to order a further 4 CD Rom’s (for Theresa, Paul).

e)   Cramped office spaces across the County                                                                                                                                             It was agreed that risk assessments are not being carried out and conditions are cramped in offices - they need to be dealt with to counteract noise problems/privacy/tidy work station (DSE Training). There are no lists of assessors available within the Trust. The LHP/PCT areas need looking at.

f)    Personal Safety                                                                                                                                                                        Reception areas and smaller clinics are mostly at risk and domestic staff. Panic alarms could be introduced to protect staff from verbal abuse which is prevalent these days.

g)   Not enough Reps/Roving Reps                                                                                                                                                        There are not enough reps to cover the County and it is difficult to recruit new ones. Cliff, Andy, Paul, Wendy and Ray continue to cover other areas as well as their own. 

h)   H&S Reporting Forms                                                                                                                                                            Ian/Annette to re-work the old H&S forms to remove lines and add more space for the reps – more user friendly.

4.   Date/Time of next meeting

The next meeting will be held on Thursday 11 March at 2.30pm, Assessment Centre Meeting Room, Lothingland

Any agenda items please forward to Annette one week before the meeting.                                                                                      Dates and times for all 2004 meetings can be found here

There being no further business the meeting closed at 4.30pm.

IT/ADP